Ampa Group Services (AGS) is part of a Top 55 law firm that combines creativity, commerciality, and clarity, working with blue-chip companies, leading organisations, high street brands and individuals across the country. Mayo Wynne Baxter are proud of our established reputation as a leading law firm in Sussex and as one of the legal firms within the Ampa Group. We have 9 office hubs located across Sussex and the workplace team play a key role in ensuring truly outstanding client experiences are provided. What you will be doing: Meeting and greeting visitors and colleagues into the client space, creating an exceptional first impression Following the visitor management process and ensuring we meet all the requirements necessary Liaising with the building reception team as and where relevant Ensure the meeting rooms, the reception area and collaboration spaces are presentable throughout the day/evening Assist with the moving and organisation of office equipment and meeting room furniture as and when required Organising and serving catering and refreshments to clients in our collaborative spaces and meeting rooms Ensuring the refreshment areas in the client and collaborative space is kept well stocked, clean and tidy at all times Follow procedures to ensure coffee machines are well maintained, carrying out daily stock ups and weekly deep cleaning. Setting up and clearing down meeting rooms, including furniture layout changes and any additional equipment required Ensure meeting rooms and office resource areas are stocked up with the correct stationary Setting up the required equipment in the meeting rooms i.e., MS Teams or other technical requirements Organise IT team support if required for a specific meeting/event Wearing a hands-free headset, and answering ‘phone calls within 3 rings Responsible for managing the meeting room and car park bookings within the relevant app, responding within our SLA times Liaising with clients either in person on the ‘phone about their bookings and requirements Reporting to the relevant team(s) any equipment/furniture that requires fixing or replacing Assist with ensuring we implement our environmental policy within our offices and recycling areas are kept in correct order and guidance labelling in place Pro-actively ensure good housekeeping is adhered to throughout the office, kitchens stocked and tidy Identify any H&S, cleaning or any general maintenance issues/hazards and report promptly Assisting with the delivery of events both internal and external Copying, printing and scanning documents as requested. Ensuring pages are clear legible and accurate and correct finishing options are applied including editing and enhancing of documents where required Transferring of data to and from removable media, cloud based solutions, document and case management systems Sending outgoing mail and inter-office mail using PPI, DMO or franking machine ensuring outgoing mail is ready for collection at the agreed times Distribution of incoming/inter office mail and couriered items, ensuring items are logged in and signed for Hand deliveries and collections as per requests to and from local sites including filing documents at court Retrieving and sending files to and from the offsite storage provider and carrying out office file audits at regular intervals Arrange outgoing couriers and special deliveries etc. by request, ensuring relevant details are recorded for charging and auditing purposes Arrange for large volume printing, scanning and document finishing work to be sent to other offices for completion, ensuring SLAs are adhered to and requestors are kept updated on progress Prepare for new starters and leavers with lockers, keys and access as required Ensure all information displayed in the office are appropriate and up to date at all times Assist with supervision of any external contractors and building management team as required Assist with any facilities related activities as required including fire warden and first aid duties Any other duties commensurate with the post Ensure all information displayed on the notice boards in the office are updated and relevant Assist with new starter induction tours, issuing access control passes Ad hoc duties as required and as requested by line manager Flexible, and prepared to travel to other locations to help cover duties during sickness or holiday What you will need: Experience of working in a similar role within professional services Flexibility with working hours is essential in order to meet the needs of the business Excellent IT skills and ability to use Microsoft Office products and other systems which support efficient operations of the team Ability to work well under pressure to meet deadlines, whist remaining calm and professional Exceptional organisation skills Effective communicator with the ability to build and maintain relationships at all levels An attitude of ‘continuous improvement’ and an ability to flex and pivot in order to always strive for better Good attention to detail Key competencies you will need: Professional presentation of self, and the ability to embed the values of our brand in all that you do Passionate about exceptional client experience A willingness to learn and improve your own knowledge in order to deliver the best support for our clients Good at using your own initiative and a positive attitude to challenges Willingness to support other teams whenever necessary Reliable and punctual Competent at problem solving quietly and discreetly Be a team player and want to make a difference How we work? Read more about MWB's fantastic benefits We have offices in hubs in Crawley, East Grinstead, Lewes, Brighton, Eastbourne, Seaford, Peacehaven, Storrington and Chichester. We encourage people from all backgrounds to apply to join our team. We seek to engage a diverse workforce, focusing on inclusivity and fair treatment for all. We oppose all forms of discrimination and promote equality of opportunity in everything we do. We can make reasonable adjustments for applicants and employees with a disability so please let us know about any specific needs and requirements you have. About Ampa Group Welcome to Ampa - a leading group of legal and professional services brands, home to leading legal services firms such Shakespeare Martineau, Lime Solicitors, Mayo Wynne Baxter, Marrons and others. Our ‘House of Brands’, is where legal and professional service brands converge to unlock exciting opportunities for career advancement, collaboration, and comprehensive business services support across various disciplines including HR, IT, finance, and marketing. Our overall purpose is to act as the cornerstone that facilitates the growth of every brand within our collective, empowering them with enhanced purchasing capabilities, access to specialised expertise, and a cohesive set of values and culture. At our core, we are dedicated to creating an environment where each brand thrives through mutual growth and co-operation. Through our shared infrastructure and central support, we enable our brands to flourish, using the strength of our collective resources. If you are passionate about driving positive change and immersing yourself in an inclusive, diverse, and supportive culture, then we invite you to join our team as we continue to unlock the potential in our people, clients, and investors.