Corporate Services Clerk – Operations

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.