Client Services Assistant

The purpose of the role is to provide client facing services, facilities and barista support across various areas of the business by providing a high level of customer and service excellence. A keen attention to detail and an ability to work on own initiative and as part of a team by providing support to the Johannesburg office.

Additionally, the role works in collaboration with the Business Operations team to fulfil the needs of the business as well as having responsibility for ensuring workplace health and safety obligations are complied with.

Main duties and responsibilities:

Client Services

• Coordinate for serving refreshments to guests.
• Provide “barista” services for client and staff in the welcome area and social hub on a rotation basis.
• Ensure coffee machines and refreshment areas are maintained and clean and fully stocked.
• Monitor housekeeping of the reception/office area at all times, including cleaning and maintenance to ensure the high standards within these areas are maintained consistently.
• Provide cover in the Client Welcome space.
• Ensure that the office's client kitchen supplies are well stocked and liaising with suppliers, including managing the room keeping it organised and neat.
• VC Booking (booking rooms, sending VC requests, VMR details).
• Coordinate meeting room bookings (via Condeco room booking system).
• Greet and refer clients and guests to appropriate staff.
• Answering incoming telephone calls in a professional manner.
• Dealing with enquiries from internal and external clients.
• Taking and relaying messages (ensuring that lawyers and clients receive those messages promptly, particularly if they are out of the office).
• Maintain a log of outgoing/incoming couriers and hand deliveries.
• Assist with setting up AV and VC for meetings.
• Coordinate the office requirements for stationery and pantry supplies, filling, scanning and printing jobs etc and assist them with prioritising tasks and liaising with the PAs and fee earners.
• Coordinate with the Johannesburg facilities team for supplies of items that are not available in the local market.
• Assist the Workplace Manager with arrangements for building access / security passes, deliveries and parking
• Assist the Workplace Manager with services including air-conditioning, heating, lighting, cleaning and waste removal, confidential waste.
• Support Facilities teams with administration tasks as instructed by the Head of Office/Workplace Manager and duties needed to be carried out in Johannesburg.
• Provide support for business travel bookings (flight and hotel) including visa application, if required
• Be point of contact for inter-office travellers and provide support during their stay.
• Assist with bulk printing, scanning and archiving.
• Be conversant with firms Health & Safety policy and how local legislation may impact this, conduct /ensure monthly risk checks are carried out across the premises, ensure new staff inductions are carried out and ensuring all statutory signage, Fire evacuation plans etc are up to date and properly displayed.
• Monitor the working environment in order to adhere to relevant health and safety standards, including correctly recording and reporting hazards/accidents.
• Assist with First Aid and Fire Warden provision. Assist the Workplace Manager with safety contracts including fire extinguisher maintenance and alarm systems.

Facilities

• Coordinate the office requirements for stationery and pantry supplies, filling, scanning and printing jobs etc and assist them with prioritising tasks and liaising with the PAs and fee earners.
• Coordinate with the Johannesburg facilities team for supplies of items that are not available in the local market.
• Assist the Workplace Manager with arrangements for building access / security passes, deliveries and parking Assist the Workplace Manager with services including air-conditioning, heating, lighting, cleaning and waste removal, confidential waste.

Administrator

• Support Facilities teams with administration tasks as instructed by the Head of Office/Workplace Manager and duties needed to be carried out in Johannesburg.
• Provide support for business travel bookings (flight and hotel) including visa application, if required
• Be point of contact for inter-office travellers and provide support during their stay. Assist with bulk printing, scanning and archiving.

Health, Safety & Environment

• Coordinate the office requirements for stationery and pantry supplies, filling, scanning and printing jobs etc and assist them with prioritising tasks and liaising with the PAs and fee earners.
• Coordinate with the Johannesburg facilities team for supplies of items that are not available in the local market.
• Assist the Workplace Manager with arrangements for building access / security passes, deliveries and parking
• Assist the Workplace Manager with services including air-conditioning, heating, lighting, cleaning and waste removal, confidential waste.
• Be conversant with firms Health & Safety policy and how local legislation may impact this, conduct /ensure monthly risk checks are carried out across the premises, ensure new staff inductions are carried out and ensuring all statutory signage, Fire evacuation plans etc are up to date and properly displayed.
• Monitor the working environment in order to adhere to relevant health and safety standards, including correctly recording and reporting hazards/accidents.
• Assist with First Aid and Fire Warden provision. Assist the Workplace Manager with safety contracts including fire extinguisher maintenance and alarm systems.

Liaison Third Party Suppliers and Contractors

• Check monthly catering services invoicing and arrange payment with Johannesburg accounts team. Manage catering accounts and orders ensuring payment is made and charged accordingly.

Person Specification

Qualifications

• Educated to CSE level or equivalent in English and Maths.
• IOSH or equivalent H&S qualification.
• Fire Warden (BVH) and First aid training and qualification.
• Food hygiene qualification would be preferable.

Relevant Experience

• Experience in a customer service/partnering environment; customer-focused.
• Experience of working in Facilities department within a similar professional services environment, preferably legal.
• Experience of using a hospitality/desk and room booking system.
• Barista trained preferable.
• Food hygiene certification.

Key Skills

• Effective communicator at all levels.
• Good level of English language essential.
• Capable of establishing immediate rapport.
• Ability to handle conflicting demands and/or challenging pressures for resources.
• Capable of working autonomously but also operating within a team environment.
• Proven organisational skills.
• Ability to identify any Health & Safety risks
• Commitment to delivering a high level of customer service
• Excellent IT literacy to include all MS office packages

Personal Qualities / Behaviours

• An ability to build relationships quickly with a wide range of people, with the confidence to work with (and to some extent manage) senior people across the firm whilst remaining polite and tactful at all times.
• A level of autonomy to work with very limited supervision.
• Outside the box thinking.
• Able to work collaboratively and not afraid to challenge assumptions.
• Have a good understanding of people and ability to manage/supervise more junior members of the team.
• Professional 'can do' attitude.
• Approachable and adaptable.
• Flexible in attitude and working hours.