Job Description
Responsibility for managing office services requests for one or more office floors in a timely and effective manner. Ensuring stationery supplies and office equipment supplies are maintained; Assisting with photocopying and binding as required; Respond to ad hoc office administration requests from staff; Assist in the coordination of office movements and workstation sets ups, which will occur on some occasions, outside standard work hours and during weekends; Placing service calls as required; Ensures the timely processing of security cards for new employees each week; Attend to Post Office when required; Attend to hand deliveries when required; Processing invoices in a timely manner; Executes office services policy when programming floor access to each new security card; and Liaises with Building management on any issues relating to security card programming. Matter Management (Records):
Respond to folder registration requests (including printing, scanning and dispatching bar coded file labels) on a daily basis; Assist with all requests for retrieval of off-site boxes; and Continual monitoring of, and responding to, Matter Management email inbox. Mail Room:
Assisting with the processing of incoming/outgoing mail including couriers and faxes; Assisting with the delivery of mail in a timely and accurate manner; Liaise with secretaries, lawyers and partners on all aspects of the mail process; and Supply and record visitor and employee day passes. Courier Desk:
General responsibility for all incoming and outgoing couriers; Coordinate the processing and delivery of couriered mail in a timely manner; and Assist with daily courier runs. What we’re looking for –
Our ideal candidate would have:
Previous experience providing support in an office or team environment is preferred but not essential; VCE or equivalent qualification preferred but not essential. Key Skill Areas:
Possess clear verbal and written communication skills; Demonstrates strong customer service skills. Technical knowledge:
Basic skill level in Microsoft applications including Word, Excel & Outlook; Demonstrates technical and professional knowledge relevant to the role; Understands how to get things done within Baker McKenzie; Is able to analyse situations and information; Make suggestions and recommendations; Seeks feedback and takes action to improve own performance; Is keen to learn and develop. Work Standards:
Well presented for a corporate environment; Takes personal responsibility for tasks; Demonstrates a proactive approach; Consistently produces quality work; ‘Can do’ attitude; Completes all tasks to a high professional standard; Maintains Baker McKenzie standards. Time and Work Management:
Punctual and reliable; Effectively prioritises tasks and manages time; Consistently meets deadlines; Assists with urgent work outside standard hours (when required); Ensures Supervisor/Manager is kept up to date with progress. Project Management:
Manages day to day responsibilities as well as relevant projects; Leverages available resources; Able to work under pressure and remain focused; Meets project deadlines or negotiates necessary changes; Keeps stakeholders up to date with progress. Attitude and Approach:
Consistently demonstrates a positive attitude and approach; Demonstrates enthusiasm and dedication; Consistently displays initiative by finding own work and assisting Supervisor/Manager without instruction. Service Orientation:
Focuses on the needs of internal and external clients/contacts where relevant; Builds relationships with stakeholders; Maintains a courteous and professional manner in all dealings. Communication:
Able to communicate (written and verbal) effectively and clearly; Able to present information concisely and professionally; Deals with sensitive information in an appropriate manner. Teamwork:
Contributes to the effective functioning of the team; Sought by others for advice and support; sets an example; and Demonstrates flexibility in standard working hours to assist coverage.
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