Office Services Operator

Job title:Office Services Operator
Salary: 33000 per annum
Address:51 Rue LaBoétie 75008 Paris France
Contract:Permanent full time
Hours:35 hours per week
Shifts:Monday throughFriday rotating 07:00-15:00 /09:00 17:00 /12:00-20:00
Work model:Fully onsite
Break:1 hour unpaid
Languages spoken:French (fluent) English (Intermediate)

Overview of Williams Lea

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 lawfirmsand professional services firms.Williams Lea employeesnearly 7000people worldwide whoprovide efficient business services at client sites in often complex and highly regulated environments fromcentralizedWilliams Lea onshore facilities and through best cost company offshore locations.

Purpose of Role

The Operatoris responsible fordeliveringa first-class client experience within the clientsParisoffice ensuring the seamless operation of managed document services (Reprographics and Mail). The role-holder is accountable for completing tasks accurately and efficientlyin accordance withthe agreed service level agreements (SLAs). This is a hands-on role that requires attention to detail and a strong commitment to client satisfaction.

Key Responsibilities

Reprographics and Document Production:

• Operate reprographic equipment to produce documents that meet client specifications ensuring accuracy and high quality.

• Perform finishing tasks such as binding laminating and trimming to deliver polished professional materials.

• Monitor and replenish printing supplies (e.g. paper toner) and ensure machines are properly calibrated andmaintainedforoptimalperformance.

• Troubleshoot equipment issues reporting and escalating technical problems to the Operations Manager as needed.

• Prepare physical documents for scanning by removing staples fastenings and other obstructions.

• Scan documents and records into digital formats (e.g. PDFs) using scanning equipment.

Mailroom and Courier Management:

• Sort distribute and handle all incoming and outgoing mail efficiently ensuringtimelydelivery within the office.

• Manage courier services by receiving logging and dispatching parcels ensuringaccuratetracking of deliveries.

• Assistwith preparing and packaging items for shipment following theappropriate proceduresfor courier bookings.

Records Management and Administrative Support:

• Maintain organized filing systems for physical and digital records ensuring easy retrieval and proper archiving.

• Perform data entry andmaintainlogs for job tracking mail processing and scanning tasks.

• Assistin managing office stationery ensuring stock levels are adequate and replenished as.

• Support general office administration tasks as needed contributing to smooth office operations.

Client Service and Communication:

• Build positive and professional relationships with clients acting as a point of contact for document production and mail services.

• Provideexpert advice onreprographicsservices production methods and potential cost-saving opportunities.

• Respond promptly to client requests and queries ensuring clear communication and service delivery in line with their expectations.

• Take ownership of client issues or complaints ensuring these are resolved promptly with support from senior management.

Team Collaboration and Compliance:

• Work collaboratively with colleagues to meet team goals and service level agreements (SLAs) ensuring seamless service delivery.

• Participate in team meetings and contribute ideas toimproveprocesses andenhanceclient satisfaction.

• Follow health and safety guidelines ensuring compliance with workplace policies andmaintaininga clean safe working environment.

Quality Control and Continuous Improvement:

• Ensure all tasks are completed accurately and on timemaintaininghigh standardsfor document quality and service delivery.

• Continuously seek opportunities to improve processes increase efficiency and enhance the overall client experience.

• Pay close attention to detail ensuring that all document handling scanning and production processes are executed flawlessly.

Key Competencies

• Prior experience in reprographicsprint production or mailroom services with a strong understanding of relevant equipment and processes.

• Competent in using Microsoft Office applications including Excel Word PowerPoint Outlook and Teams to complete administrative tasks and communicate effectively.

• Exceptional attention to detail is crucial to ensure accuracy in document production mail handling and scanning processes.

• Familiar with routine maintenance troubleshooting and upkeep of reprographics and mailroom equipment to ensure smooth operations.

• A client-centric approach committed to deliveringhigh standardsof service andmaintainingpositive client relationships.

• Ability to work both independently and collaboratively within a wider team adapting to the needs of the business and clients.

• Able to remain composed andmaintaina high levelof performance under pressure or tight deadlines.

• Excellent verbal and written communication skills with the confidence to engage with clients and colleagues at all levels. Working knowledge of bothFrenchand English is essential for effective communication and service delivery in a bilingual environment.

• Strong problem-solving skills capable of making logical and informed decisions by considering all relevant information and potential solutions.

• Takesresponsibility for tasks and problems proactively managing them to completion anddemonstratesa commitment to personal and professional development.