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Administrative Support Specialist

2 months ago

Brockville, Ontario, Canada Williams Lea Limited Full time

Job Summary

Williams Lea Limited is seeking a highly skilled and organized Administrative Support Specialist to join our team. As a key member of our support staff, you will provide exceptional customer service to our clients and support the Office, Team Leader, and Admin Support Manager.

Key Responsibilities

  • Provide accurate and timely message taking and passing on to clients and internal teams
  • Manage room and hospitality bookings, including setting up rooms and ensuring seamless execution
  • Supervise and assist at events, including evening events as agreed upon
  • Deliver an exceptional electronic and hard copy file management service, ensuring all documents are accurately logged and recorded
  • Return or add documents to existing client files, maintaining the highest level of organization and attention to detail
  • Work with the practice management system to log and record documents, ensuring accurate and up-to-date information
  • Handle and administer closed files as requested, maintaining confidentiality and discretion
  • Sort, scan, rename, and distribute incoming mail, ensuring timely and efficient processing
  • Provide photocopying, scanning, and printing services as per client instructions, maintaining the highest level of quality and attention to detail
  • Collect and complete any information required for billing or client charge back data, ensuring accuracy and timeliness
  • Accept requests from Fee Earners/PAs, notifying them of estimated completion time as appropriate and in line with service level agreements
  • Handle incoming and outgoing deliveries via courier, ensuring all documents are accurately scanned and allocated to the relevant electronic post folders
  • Deal with incoming hand deliveries from clients, ensuring all documents are accurately scanned and allocated to the relevant electronic post folders
  • Stationary ordering and delivering to specific areas of the office, maintaining a well-stocked and organized supply of materials
  • Maintain the highest levels of customer service, ensuring all clients receive exceptional support and attention

Personal Attributes

  • Administrative experience is essential, with a proven track record of providing exceptional customer service
  • Exemplary level of customer focus, with demonstrable experience in staff management in a customer service environment
  • Well-presented with a professional manner, maintaining a high level of organization and attention to detail
  • Flexible, computer literate, and a quick learner, with the ability to adapt to changing priorities and deadlines
  • Confident and effective communicator at all levels, both written and oral, with excellent writing and numeracy skills
  • Hands-on team worker, with the ability to work collaboratively with colleagues to achieve shared goals
  • High degree of attention to detail, with the ability to retain high levels of concentration in a busy working environment

Rewards and Benefits

Williams Lea Limited is committed to supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including:

  • 25 days holiday, plus bank holidays
  • Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV's, laptops, and computers or household appliances
  • Life Assurance
  • Private Medical Insurance
  • Dental Insurance
  • Health Assessments
  • Cycle-to-work scheme
  • Discounted gym memberships
  • Referral Scheme

We believe in creating a culture that values openness, fairness, and transparency, and we are committed to building a diverse and inclusive workforce. If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview, please contact us.