Office Services Coordinator

**Job Description**:
The Office Services Coordinator I is the main point of contact for processing all mail coming into the Brussels office. The role ensures that all mail is recorded correctly and passed to the operations team quickly and efficiently. The role then is responsible for preparing all clients filings to be posted/couriered from the office for the caseworking teams. In addition, this position’s responsibility includes, but is not limited to, cover reception duties, organising couriers for the office and other administrative support as necessary.

YOUR ROLE

Postal / Documents Management:

- Scanning all incoming post and couriers, searching on Connect for the case number and saving into the correct folder for processing by the Operations Team;
- Ensuring all original documents are handled carefully and scanned copies are checked for accuracy before saving and re-naming (all documents to be named by following the naming protocol);
- Completing tasks via Clarizen/Dropbox and preparing documents and filings;
- Clear communication with caseworkers when asking for additional instructions;
- Raising capacity issues with the Operations team in plenty of time to allow for re-organisation of tasks where needed;
- Process all outgoing post and couriers including adding costs onto Connect in real time;
- Sending a copy of all outgoing envelopes and documents to the Caseworker;
- Sending daily reminders to staff of unclaimed post;
- Preparing original documents for legal certification by an Associate or Notary;
- Ensuring all postal tasks are completed and left for collection at reception each day; and
- Understanding the importance of filling out all envelopes with high attention to detail.
- Documents destruction - ensure this is compliant with firm’s protocols
- Data protection - aware of GDPR policies

Couriers/Collections:

- Preparing documents and parcels and booking with FedEx/DHL and Local Providers for couriering to clients/government bodies as need and confirming with caseworker once sent

Office Administration:

- Reviewing and approving invoices relating to post and couriers;
- Archive files for case teams when required, and manage paper archive in basement/off site along side the Senior Office Services Coordinator;
- Answering calls from reception in a professional manner
- Meet and greet visitors to the Brussels office
- Make travel arrangements as requested by Management
- Assisting the wider Office Services team with ad hoc tasks such as printing, setting up for large meetings when asked to do so by Senior Office Services Coordinator or Senior Office Services Manager; and
- Run external errands as necessary.

YOUR COMPENTENCIES
- Able to act under instruction with limited supervision
- When work is allocated, clarify issues that are unclear and asks for the necessary information to complete tasks
- Implement effective processes to manage workflow and meet deadlines- Completes tasks within agreed time-frames and in line with expectations
- Ensures work completed is accurate and follows standard layouts
- Keep staff aware of the progress of matters to manage expectations, and informs of conflicting priorities/requesting assistance as problems arise / informing senior staff of current capacity
- Plans workload and is able to meet deadlines and priorities for own work, taking into account delivery expectations from staff members
- Language skills: fluency in English and French and/or Dutch
- And also..._
- Appropriate regard to firm policies and protocols
- Is able to follow the instructions of senior members of staff
- Possesses a track record of being punctual and if absent or late, communicates absence in advance
- Presents for work in a professional manner/ appearance is appropriate as per the Firm’s dress code policy
- Raises concerns/ needs with the Manager and/or Partner or other colleagues where needed
- Accepts responsibility for work undertaken
- Develops strong working relationships with team members and gains their confidence through displaying professionalism and efficiency in all communications
- Learns from both positive and negative experiences and adapts behaviour accordingly
- Is a strong team player
- Assists in the development and support of colleagues when required
- Is an active contributor to a positive team and firm culture