Job Description

Administration Assistant

Salary £28,860 per annum, plus company benefits

Location London, SE1

Contract 6 month Fixed Term Contract, Full Time

Shifts: 37.5 hours per week, Monday – Friday, rotating shifts of 8am to 4.30pm and 10.30am to 7pm, with 1 hour unpaid lunch break

Work model Fully onsite

Williams Lea seeks an Administration Assistant to join our team!

Williams Lea is the leading global provider of skilled, technology-enabled, business-critical support services, with long-term trusted relationships with blue-chip clients across investment banks, law firms and professional services firms. Williams Lea employees, nearly 7000 people worldwide, who provide efficient business services at client sites in often complex and highly regulated environments, from centralised Williams Lea onshore facilities, and through best cost company offshore locations.

Purpose of role

As a key member of our service delivery team, the Administration Assistant will perform all floor support operations requested by the customer without direct supervision. This includes filing, archive/deeds management, processing and delivery of all incoming and outgoing mail/messenger and courier items, copying, scanning and printing and completing general administrative duties as required.

Key responsibilities

The Administration Assistant remains accountable for establishing and maintaining an ongoing service-based relationship with the client and customers and will be able to recognise and translate customer needs and expectations into a responsive service. In line with policies and procedures key responsibilities include:

• Delivering an exceptional electronic and hard copy file management service
• Return or add documents to existing client files
• Work with the practice management system to log and record documents
• Handle and administer closed files as requested
• Filing and file housekeeping
• Understanding and processing of principle documents
• Maintain all filing and work areas in a tidy and orderly manner
• Collect file and documents from client areas and return files to shelves
• Sort, scan, rename, distribute incoming mail to the dedicated centralised filing area
• Maintain equipment to a good working order and troubleshoot problems, place service calls when needed
• Follow all stock and consumable procedures. Replenish copiers with all consumables
• Prioritise jobs and run them to meet customer requirements and deadlines
• Provide photocopying, scanning, and printing as per customer instructions
• Collect and accurately input monthly forecast information
• Collect and complete any information required for billing or client charge back data
• Utilise appropriate paperwork for all work
• Ensure that job requests are tracked on system properly before beginning new request
• Understand and comply with Floor support corporate standards. Constantly seek ways to improve operations and suggest and implement approved ideas
• Binding final form documents
• Extensive computer and data related tasks
• Usage of internal and external portals/systems
• Adding contacts to the client database
• Deal with any customer enquires in a prompt and efficient manner
• Accept requests for work, notifying customers of estimated completion time as appropriate and in line with service level agreements
• Communicate with customers on job or deadlines issues
• Adopts the company values – Teamwork, Integrity, Passion and Success.

Personal attributes

• Demonstrable commitment to exceeding expectations and goals
• Exemplary customer service skills
• Excellent personal presentation and communication skills
• Has a positive approach
• Is innovative and can spot an improvement opportunity
• Has the ability to empathise and understand the customer’s needs
• Has exceptional communication skills
• Appreciates and values each other’s differences
• Always considers the best interests of the company, colleagues and customer
• Has a diligent work ethic.

Rewards and Benefits

We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:

• 25 days holiday, plus bank holidays (pro-rata for part time roles)
• Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV’s, laptops and computers or household appliances.
• Life Assurance
• Private Medical Insurance
• Dental Insurance
• Health Assessments
• Cycle-to-work scheme
• Discounted gym memberships
• Referral Scheme

You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!

Equality and Diversity

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at careersatWL@williamslea.com (we do not accept applications to this email address).

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