Job Description

Job Overview

We are looking for a office supervisor to work at our Cardiff Office with the aim of providing a positive and professional first point of contact to visitors and callers, and to ensure the smooth and efficient running of the office environment.

37.5 h/w

8:30am - 5:00pm

Responsibilities

As front of house / reception

Meeting and greeting visitors, ensuring a positive and professional experience Managing meeting rooms and communal areas in the front building, ensuring they are always fully stocked, clean and tidy and ready for meetings Answering calls in a friendly and professional manner, passing on accurate messages in a timely manner Managing the booking of visitor car parking spaces and the arrival and departure of visitors from the car park Making teas and coffees / providing drinks to visitors

As Office Supervisor

Primary responsibility for monitoring and dealing with requests sent to the Admin Inbox, including: opening and closing client files in accordance with our procedures, including processing ID checks, updating relevant spreadsheets; preparing bundles; bulk copying ; retrieving archived files and deeds; closing files and scanning to Laserfiche or basement archiving; formatting documents including creation and amendment of PDFs.*
General administrative duties including typing, filing, copying, scanning, arranging couriers, making hand deliveries Monitoring incoming faxes and distributing them in a timely manner Managing incoming and outgoing post daily Managing archived files and deeds, destroying them securely when appropriate Organising meetings as required, including refreshments Assisting in the organisation of marketing events Acting as Fire Warden (full training will be provided) and conducting weekly fire alarm tests, reporting any issues to the facilities management company Managing annual fire extinguisher testing Ensuring adequate stocks at all times of stationery are available throughout the building (including printed items), copier and kitchen supplies, arranging replenishments as required o Unloading the dishwashers each morning Monitoring First Aid supplies and restocking as required Providing general administrative support to colleagues as required Acting as the first port of call for internal IT queries, liaising with our IT providers to resolve such queries in a timely manner Maintaining the Firm's registration of Cyber Essentials Plus Liaising with the Firm's IT providers to manage computer and system updates in a timely and effective manner Liaising with the Firm's telecoms provider to update admin systems, allocate new handsets / mobiles, ensure relevant mobiles are registered with Trust'd for cyber security purposes and appropriate update actions are taken by users Managing the set-up of new starters in our systems and physical workstations / IT, arranging their induction and conducting the relevant parts Delivering training to new starters on use of the telephone system Liaising with the Firm's facilities management company, notifying them of issues, obtaining quotations and approval for spend, and ensuring necessary maintenance / repairs are carried out in a timely manner Liaising with cleaning contractors regarding operational issues and to book in quarterly cleans Manage car park allocations Watering outdoor plants as required

Key Skills & Person Specifications:

Essential

Experience of working in a professional office environment in a customer facing role Strong working knowledge of MS Word and Outlook Self-motivated and proactive - actively seeks out work Keen eye for detail Able to use own initiative Highly organised A completer-finisher A flexible approach, willing to assist team members as required and happy to 'muck in' Understands the commercial nature of the business, and therefore the need for professionalism

Desirable

Good working knowledge of Excel and PowerPoint Ability to speak Welsh
If you are an organised individual with a passion for leadership in an office environment, we encourage you to apply for this exciting opportunity as an Office Supervisor.

Job Types: Full-time, Permanent

Pay: 26,000.00-29,000.00 per year

Benefits:

Company events Company pension Private medical insurance Sick pay
Schedule:

Monday to Friday No weekends
Work Location: In person