Job Description

Job Title: Workplace Coordinator

Location: Leeds

About the Business:

Here at Pinsent Masons we bring together the best people to get the job done. We’re naturally curious, constantly learning, listening, and growing. We’ll truly value your ideas. You’ll be joining an award-winning, hardworking and commercially minded team, where you’ll have the opportunity to work with leading experts and form meaningful relationships, while making a difference. You’ll get the opportunity to be involved in varied and challenging work. Working in an open and supportive environment, to deliver outstanding results.

Purpose of the role:

Responsible for the day to day coordination of the Workplace services for the Leeds office. Providing an excellent reprographics service to internal clients, the management and coordination of all incoming and outgoing mail services, as well as supporting the management of the Workplace and the health and safety of our people and the office.

Main duties and responsibilities:

Administration

• Collate and provide daily, weekly and monthly statistics

• Organise team rota and shifts

• Provision of detailed accounts information to the Workplace Manager/Finance department

• Stock control and ordering of stationery

• Liaise with third party service providers to ensure all equipment is adequately maintained

• Assist with team development and training

Print, Post and Archiving

• Co-ordinate the delivery of excellent post and print services to the office and wider business

• Day-to day workload review and management of Workplace Assistants

• The daily receiving-in, sorting and despatch of Royal Mail, DX and courier mail deliveries

• Detailed sorting, distribution and delivery of legal and other company mail; delivery and collection of mail throughout the day from/to all departments

• Receipt, registering, sending and distribution of faxes

• Ascertaining originators of un-referenced mail by database searches

• Distribution and collection of all box movements

• Management of courier services appropriate to business requirements

• Porterage

• Oversee the production of high volume legal copying, digital print and scanning services

• Creation and duplication of data on to CD/USB

• Manage bulk/batch printing requests

• Manage print overflow, liaise directly with third party service providers where required

• Negotiate print deadlines, to proactively manage client expectations

• Communicate effectively with colleagues, clients and third party service providers

• Monitor and record machine down time and log calls as required

• Ensure all work is quality checked and returned within customer-specified timescales

• Reduce on-site storage by promoting the benefits of digitisation and/or storing boxes off-site and storing at file level.

• Assist with processing requests for retrieval, distribution and collection of deeds and archives

• Ensure items sent for storage are checked and labelled accurately

• Ensuring we have enough stock on site at printer locations for Filetrack barcodes, Storage boxes and other items required for Archive storage

General

• Work within Facilities Department operational procedures and legislative requirements

• Assist with the security access pass database, creating new cards and deleting passes as required

• Undertake office inductions for new starters as required

• Manage stationery levels, ensure office service centres are kept clean and tidy

• Monitor the floors for good housekeeping and health and safety items, reporting issues to the Workplace Manager

• Manage the locker allocation spreadsheet, unlocking and locking any lockers where staff have forgotten their passes

• Assist staff with any workplace issues, being a main point of contact throughout the office

• To undertake any other duties as reasonably requested by the Senior Facilities Team

Candidate Overview:

We are looking for candidates who ideally hold the following skills and experience:

• Relevant experience of working in a Facilities Department within a similar professional services environment

• Experience of working in a customer service environment; highly customer-focused

• Ability to work both as part of a team and unsupervised

• Excellent communication skills

• Ability to work under pressure and to conflicting demands, maintaining a positive approach

• Ability to use PC based departmental systems effectively

• Flexibility

• Focus on delivering service excellence

• Ability to give instruction and to delegate to others as required

• Ability to approach tasks holistically, being able to offer alternative solutions, resulting in a positive outcome

• Educated to GCSE or equivalent, including maths and English

What can we offer you?

• Carers’ leave (up to five paid days’ leave towards caring responsibilities)
• 25 days’ annual leave entitlement and the opportunity to purchase or roll over 5 days.
• Contributory pension of up to 5%.
• Private healthcare policy
• Death in service cover (4 x base salary).
• Eligibility to apply for an interest free season ticket loan, an interest free gym membership loan and/or an interest free rental deposit loan.
• Cycle to work scheme.

What happens next?

Once your application has been submitted and reviewed, our Recruitment team will share the outcome with you by email.

We typically hold two interview stages per vacancy providing the opportunity to meet two members of the hiring team at each stage. The first stage is typically conducted virtually and the second stage typically in person at the office in which the role would be based. However, we strive to remain flexible depending on the requirements of the role or the candidate.

Our strength lies in our differences.

We are a Disability Confident and top Stonewall employer, a Valuable 500 member, a founding member of the Mindful Business Charter, signatory of the Race at Work Charter and a proud partner of Neurodiversity in Law. We encourage and value different ideas and styles of thinking. It’s with different perspectives that we’ll find solutions to our clients’ most complex challenges. It’s how we’ll deliver outstanding results today, and tomorrow. We want everybody attending an interview to be comfortable and able to fully demonstrate their experience and talents.