About Our Client

My client, who are based in Botley, are looking to recruit a PA & Office Coordinator to join their sociable and close-knit working environment. They are a reputable and highly respected law firm who offer exceptional career progression opportunities - they are a leading organisation within their field!

Job Description

Key responsibilities of the PA & Office Coordinator will be to :

• Answer external and internal calls and ensure accurate messages are taken.
• Acting as a first point of contact on behalf of the team, fielding calls, emails, correspondence and meeting requests (both internally and from clients).
• Assisting with calendar management, including scheduling calls / meetings.
• Using Microsoft Office, Outlook, DMS, Teams / Zoom, and other associated equipment to answer external / internal calls.
• To support fee-earners in the smooth running of the client / matter lifecycle, following documented procedures, and working closely with internal client on-boarding and compliance specialists to ensure all required information / documentation is obtained, issued and correctly stored on the Firm's systems.
• Full management of travel and expenses for assigned team members, ensuring business travel is booked via the Firm's in-house provider.
• Arrange handover meeting at start and end of cover period.
• Supporting our Archives Team in reviewing and processing archived documentation. This may include organising legal documents, destroying files, and re-cataloguing items.
• Organising business breakfasts, dinners or smaller events.
• Ad-hoc admin tasks as and when required.
• Meeting and greeting clients in reception with a smile in a friendly, professional and courteous manner and offering them refreshments.
• Ensuring that the spaces and meeting room are presented to the highest possible standard.
• Taking inventory of stationery and office supplies and ordering via facilities to maintain stock in the office.
• Maintaining the ink and paper levels for the printers and reporting any technical issues related to these or any other equipment.
• Ensuring the kitchen area is fully stocked, clean, tidy, and that the coffee machine is replenished and cleaned regularly.
• Liaising with other internal departments to obtain specialist input as needed, taking ownership of issues and following up where appropriate.
• Liaise with any Oxford premises management and operations team.
• Collate outgoing post daily; this includes printing, photocopying, scanning and filing / e-filing.

The Successful Applicant

The ideal PA & Office Coordinator will have :

• Helped assisted with the smooth running of an office
• Previous experience gained in an administrative role supporting a team in a similar professional services environment (ideally legal).
• Excellent IT skills across a broad range of MS Office.
• Excellent telephone manner and outstanding customer services skills.
• Strong time management skills and the ability to multitask.
• Excellent attention to detail, even when under pressure.
• Self-motivated team player who takes ownership and responsibility for tasks.
• Well-developed interpersonal skills, with the ability to work effectively with a range of people and working styles.
• High levels of discretion, with the ability to deal effectively with sensitive or confidential information.

What's on Offer

Benefits include :

• Competitive salary
• Annual bonus
• Generous annual leave package
• Great career progression opportunities
• Working for an expanding company
• Full training and mentoring provided
• Amazing work incentives
• Access to many other excellent perks, discounts and benefits for you and your family!