Senior Business Services Officer (14 month contract)

11245BR

Business Services

Australia

Job description

We have an exciting opportunity for a Senior Business Services Officer (14 month contract) to join our Business Services team, based in A&O Shearman’s Sydney office.

What you will do

Our front of house team is the first point of contact for clients and visitors to A&O Shearman Sydney, and it is essential that our Senior Business Services Officer is client orientated and dedicated to ensuring a seamless service is provided. In addition to managing day to day success of the switchboard and reception function, the SBS Officer also supervises the FOH function ensuring deadlines and requests are attended to in a timely manner. The SBS Officer will need to show flexibility and adaptability to assist in other business services tasks and administrative demands.

Front of house responsibilities

• Leads & supervises FOH function ensuring a seamless service to our internal/external clients is provided and requests are meet in a timely professional manner.
• Staff the switchboard, answer all incoming calls and ensure accurate transfer of calls to appropriate staff;
• Support the Receptionist in managing the Reception Sydney inbox ensuring that all requests are allocated and attended to;
• Oversee the coordination of important meeting room bookings on level 15; conduct FOH meetings when required to ensure that the day-to-day running of FOH runs smoothly. Work closely with the Business services assistant/catering/AV team to ensure service level is at a high standard, and equipment is set up prior to meetings. Chase outstanding equipment issues with AV team – escalate problems to ABSM.
• Management of all other front of house procedures, inclusive of, updating reception manual & intranet site, phone list and front of house stationery inventory (note pads, pens, umbrellas, ordering of business cards for Sydney office)
• To show visitors to their office/seat upon arrival, provide pass and give a guided tour of the kitchens and bathrooms;
• Is the administrator for the Engage meeting room booking system (assistant contact to the Assistant Business Services Manager).
• Provide backup support for the following operational functions: Mailroom/couriers/ordering catering for meetings and office supplies.

• Coordinates and arranges staff accommodation (hotel/service apartment/flights). For shared services, visiting legal staff from the network, staff that are transferring from other jurisdiction’s
• Support ABSM with the firm’s travel provider: reviews & implements annual travel program and ensures that all bookers comply with the firm’s policy regarding travel arrangements. Escalates issues to Travel provider.

• Provides administrative support to BSM and Business services team.
• Business Services main contact when SBSM/ABSM is away. Holds team meetings, ensuring the operational of the business runs smoothly. Escalating issues to the Head of Business Services where required.
• Provides solutions to the team and guidance
• Ensuring the reception manual up to date and the Business services master spreadsheet.
• Administrator for the BS intranet page – conducts edits/updates.
• Arrange seat allocation for visitors, prepare welcome pack
• Assists with the preparation and distribution of the weekly email advising new starters/visitors for the coming week.
• Conducts audit for the Travel system.

• Excellent verbal communication skills
• Good written communication skills
• Strong organisational and coordination skills
• Calm, unflappable demeanour
• Positive and helpful approach
• Proven ability to manage a demanding workload
• Experience providing outstanding client services

To learn more about the culture and benefits available at A&O Shearman, please visit: Culture and benefits | A&O Shearman careers

Should you require additional support at any stage of the recruitment process due to a disability or a health condition, please do not hesitate to contact a member of our recruitment team who will work with you to provide any adjustments as required.

We are an equal opportunities recruiter and do not discriminate on the basis of race, colour, sex, religion, sexual orientation, national origin, disability, or any other protected characteristic.

NO AGENCIES PLEASE - A&O Shearman does not accept unsolicited CVs. For further information, please see our UK Recruitment Agency Policy and our commitment to direct sourcing here.

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Job family

Support

Working arrangement

Hybrid (combination of office & remote working)

Job code

Officer/Specialist

Working pattern

Full time

Branding Theme

A&O Shearman

Vacancy type

Fixed term contract