Multi Services Assistant

Salary: £26,260 per annum, plus company benefits

Location: Derby, DE1 3WD

Contract: Full Time, Permanent

Shifts: 37.5 hours per week, Monday – Friday, 9am until 5:30pm with 1 hours unpaid lunch break

Work model: Fully onsite

Williams Lea seeks a Multi Services Assistant to join our team!

Williams Lea is a global provider of technology-enabled business and marketing services, bringing together talented people, deep industry expertise and emerging technology to help some of the world's leading organisations work smarter and transform the way they operate.

Our people are at the heart of what we do. Working alongside innovative technology, including AI, our teams deliver critical services for clients around the world. Built on a strong heritage and long-standing client relationships, Williams Lea is an RRD company, serving clients in 20 countries across four continents with 15,000 employees worldwide. We are committed to creating an inclusive workplace where everyone has the opportunity to grow, contribute new ideas and make a meaningful impact.

Purpose of role

The Multi-Services Assistant plays a key role in delivering exceptional client service and operational support across a range of service areas, with a primary focus on Reception and Legal Administrative services. Working as part of a professional onsite team, the successful candidate will support the smooth day-to-day running of the office while acting as a welcoming and knowledgeable first point of contact for clients, visitors, and colleagues.

The role requires an individual with strong customer service and hospitality experience, ideally gained within a client-facing environment such as reception, front of house, or a professional services setting. Alongside providing a first-class client experience, the Multi-Services Assistant will undertake a variety of administrative tasks, requiring excellent organisational skills, attention to detail, and confidence using administrative systems and processes.

The Multi-Services Assistant will be responsible for handling client requests efficiently and professionally, often without direct supervision, ensuring all work is completed in accordance with agreed service levels and Williams Lea policies and procedures. Duties may include welcoming clients and visitors, managing meeting room requirements, supporting hospitality services, handling enquiries, processing legal administrative tasks, and providing general office support as required.

Whilst the tasks outlined within this document are not exhaustive, the Multi-Services Assistant may be required to undertake any combination of the duties detailed below, demonstrating flexibility and a willingness to support multiple service lines.

All Multi-Services Assistants are accountable for maintaining and enhancing the professional relationship between Williams Lea and our clients. The successful candidate will be able to anticipate client needs, respond proactively, and consistently deliver a high-quality, responsive service that reflects both the client's expectations and Williams Lea's standards of excellence.

Key responsibilities

First Impression

Welcoming guests in the reception as the main point of contact for any visitor
Ensuring a seamless and personal guest journey
Process and confirming meeting room requests
Escorting guests to their booked meeting room within the building, informing the host of the guest’s arrival
Ordering, organising, delivering, clearing and assisting with hospitality and events
Attending to guests wishes and requirements
Setting up audio visual systems and trouble-shooting problems
Populating data collection workbooks
Manage any external catering requirements from third party vendors
Continually monitor reception inbox ensuring e-mails are responded to in a timely manner
Booking of transport for employees and clients
Occasional requirement to support client functions that run into the evening
Always acting according to the client’s standards.

Legal Administration

Deliver an exceptional file management service
Sort, scan, rename and distribute incoming mail/documents/files
Maintain equipment to a good working order and troubleshoot problems, place service calls when needed
Follow all stock and consumable procedures. Replenish copiers with all consumables
Prioritise jobs and run them to meet customer requirements and deadlines
Provide photocopying, scanning, and printing as per customer instructions
Understand and comply with Floor Support corporate standards. Constantly seek ways to improve operations and suggest and implement approved ideas
Binding final documents
Extensive computer and data related tasks
Usage of internal and external portals/systems
Deal with any enquires in a prompt and efficient manner
Accept requests from Fee Earners, notifying them of estimated completion time as appropriate and in line with service level agreements
Collect and prepare outgoing mail – process letters for printing and complete envelope fulfilment requirements
Handle incoming and outgoing deliveries – ensure that all incoming documents are scanned entirely and allocated to the relevant electronic post folders
Deal with incoming hand deliveries from clients – ensure that all incoming documents are scanned entirely and allocated to the relevant electronic post folders
Arrange and complete outgoing hand deliveries

General

Ensuring all paperwork and tracking sheets are correctly completed and recorded
Compliance is required at all times with Williams Lea corporate standards
All other adhoc duties/projects as assigned by the client, Team Leader, or Account Manager
To be aware of the day-to-day health and safety requirements surrounding working area
To immediately raise any health and safety concerns to the Workspace and Facilities team and participate in any onsite health and safety audits or assessments
Any other reasonable request made by the Team Leader or Account Manager
Playing a flexible role assisting mainly with the First impression and Admin support

Personal attributes

Exemplary level of customer focus, with demonstrable experience in staff management in a customer service environment
Well presented with a professional manner
Flexible, computer literate and a quick learner
Confident effective communicator at all levels, both written and oral, with excellent writing and numeracy skills
Hands on team worker
High degree of attention to detail, ability to retain high levels of concentration in a busy working environment

Rewards and Benefits

We believe in 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 but not limited to:

· 25 days holiday, plus bank holidays(pro-rata for part time roles)

· 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

You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!

Equality and Diversity

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

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 at careersatWL@williamslea.com(we do not accept applications to this email address).

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