Office Services Assistant, Sydney

Job Description

The Role

The Office Services Assistant is responsible for providing excellent front of house service to clients, visitors and internal stakeholders to the Sydney office.  With a strong focus on client experience, the role must ensure internal and external clients are serviced in a professional manner and in accordance with the Firm's policies and procedures. 

Key Responsibilities

Catering & Events

• Perform regular maintenance of the coffee machine to ensure it operates in an efficient and hygienic way.
• Assist with catering service to meetings, conferences and events including food and drink service throughout the event.
• Plan menus and order food and beverages for internal and external meetings and events.
• Comply with food safety and hygiene standards at all times.
• Adhere to budgets and maintain financial and administrative records for catering and events.
• Coordinate with vendors for event setups in-house and off-site locations.
• Provide backup assistance during client events as needed.
• Collaborate with the Business Development team to plan and execute internal and external events.
• Assist the National Events Manager with large local events.
• Prepare name badges and coordinate the production of printed materials.

Front of house & concierge services

• Prepare and serve barista-style coffees and refreshments for guests and staff, ensuring high standards of presentation and service
• Maintain the cleanliness and tidiness of meeting rooms and communal areas at all times.
• Provide front of house & concierge back up support to the Sydney office, including greeting clients and visitors, managing meeting rooms and preparing refreshments as requested.
• When required, handle and manage all concierge phone calls, emails and requests from internal and external parties.
• Manage room bookings and associated requirements such as catering and IT/VC. requirements, configuration of tables and chairs and other equipment.
• Manage the Australia Reception Inbox.
• Act as a central point of contact for information about the firm and its services, providing accurate and helpful guidance to clients, visitors, and staff.

Travel Arrangements

• Manage travel arrangements for staff below partner level, including liaison with third party travel provider and global travel team.
• Negotiate corporate rates where appropriate.
• Ensure travel profiles are up to date.

 Administration

• Coordinate expense claims and invoice processing with the Global Business Support Team (GBS).
• Distribute and manage incoming and outgoing mail.
• Carry out medium-volume printing, photocopying, binding, and scanning tasks.
• Coordinate the sending and recalling of files to and from offsite document archiving.

• Support the Practice Support Coordinators with production of bibles and archiving.

Qualifications

Your Experience

• A minimum of two years' relevant experience in a concierge or customer service role.
• Barista experience and ability to prepare quality beverages.
• Competency in operating AV and video conferencing equipment.
• Ability to interact professionally at all levels, with internal and external stakeholders.
• Exceptional customer service skills, with a commitment to maintaining professionalism at all times.
• Displays a positive outlook, motivation, and initiative in all tasks.
• Strong attention to detail.
• A flexible and proactive approach to work, with the ability to adapt to changing priorities.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Strong organisational skills with a capacity and willingness to cover tasks ranging from complex to routine.

Additional Information

Equal opportunities statement

At Clifford Chance, we understand that our true asset is our people. Inclusion is good for our team and their families, our firm and society.

We are committed to treating all employees and applicants fairly and equally regardless of their gender, gender identity and expression, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age.  This applies to recruitment and selection, terms and conditions of employment including pay, promotion, training, transfer and every other aspect of employment.

We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.

Our goal is to deliver an equality of opportunity, an equality of aspiration and an equality of experience to everyone who works in our firm. 

Find out more about our inclusive culture here