Office Administrator

We are seeking an experience office administrator for our client, a leading law firm. The successful candidate will play a crucial role in ensuring the smooth operation of their Leeds office by managing administrative tasks, supporting staff, and maintaining efficient office systems. You will be required to work in the office full time Monday to Friday 9.30am to 5.30pm (with an hour off for lunch.) This position requires a proactive individual who can handle multiple responsibilities while providing excellent support to both colleagues and clients.

Duties

• Keeping the electronic filing system well organised
• Monitoring a number of electronic mailboxes
• Attaching documents received to the database and highlighting to the relevant person to action
• Monitoring web portals to ensure official documents are processed correctly onto the internal systems and dealing with any errors efficiently
• Distributing received faxes to relevant people or uploading to the database
• Assisting with he preparation of files for archiving

Mail Handling

• Marrying up of letters produced with official documents and posting them to the relevant places
• Preparing documents and bundles of case files for posting including:
• Opening, logging, scanning and distributing post, Completing electronic documentation for special postal services (including overseas deliveries),
• Franking mail ready for post collection,
• Ensure all outgoing mail is collected from Royal Mail on a daily basis
• Ordering and tracking courier collections and deliveries
• Liaising with relevant stake holders to ensure correspondence is processed and forwarded to clients in a timely manner
• Accepting deliveries and moving these to appropriate locations
• Ordering stationery
• Internet searching and downloading of official documents
• Maintaining paper supplies in fax machines and photocopiers.

Essential Experience, Qualifications and Skills Required:

• Office experience and knowledge of filing systems, ideally from a legal practice.
• Excellent attention to detail and very high standards of accuracy.
• Able to retain and use information provided to allow recognition and consistent processing of documents
• Must be flexible and be able to undertake a variety of tasks as required.
• Able to work effectively on own initiative without constant supervision, at times under pressure.
• Able and willing to raise issues with stakeholders or manager in a timely and respectful manner.
• Experience of standard packages: Word, excel, Outlook and internet browsers.
• GCSE (or equivalent) in English and Maths