Digital Office Services & Facilities Assistant

• Award winning national private practice
• A firm with a strong reputation for having an authentic and inclusive culture
• Supportive and collaborative team environment

• Maintain the incoming and outgoing mail tracking system and ensure accurate records are maintained of all incoming deliveries.
• Receive, sort and digitise incoming hardcopy mail and archives and distribute to appropriate recipients electronically and physically.
• Process outgoing mail including express post, registered and international.
• Book local, national and international couriers for the firm using multiple courier platforms.
• Upload digital material to iManage.
• Facilitate the destruction of material in accordance with the firm's risk policy.
• Complete other business administrational functions as requested by the Facilities Manager & Digital Office Services Supervisor.
• Code invoices into Aderant in a timely manner.
• Conduct routine audits and attend safe working and handling toolbox workshops.
• Oversee the safe custody process, ensuring the secure storage, retrieval, and issuance of deeds and wills.
• Maintain a safe working environment, ensuring OHS standards are followed.
• Support Facilities initiatives, e.g., office moves.
• Support Facilities function, e.g., making sure first aid kits have been restocked, recycling bins emptied, reporting maintenance issues, etc.
• Ensure all contractors are properly inducted and that they adhere to the Contractor Sign In/Out process. Must keep good records.
• Issue contractor and staff passes plus staff lanyards.
• Maintain the thermal comfort items (blankets, fans, and lamps) and process.
• Stationery ordering and restocking of utility rooms (weekly).
• Order L&R branded printed stationery, doc boxes/file notes, divider/tabs, alcohol and screen wipes.

• Provide daily Reception cover at lunch time and late afternoon.

• Required to address various Facilities tasks as and when needed. This includes, but is not limited to, maintenance requests, coordinating with vendors, managing the Facilities inbox and addressing any facility-related issues that arise and or as directed by the Facilities Manager.
• Provide the client-facing Facilities teams coverage as needed.

• Previous experience working in a Mailroom or Office environment within the professional services industry would be highly regarded, but not essential.
• Experience with digital systems (scanning of documents) and online ordering platforms (including coordination of couriers).
• Certificate or Diploma in Administration would be highly regarded.
• Preference will be given to candidates who are willing to undergo training to obtain First Aid Certification.
• Intermediate Microsoft Office suite skills.
• Ability to prioritise, time manage and co-ordinate multiple tasks concurrently.
• Ability to thrive in a fast paced, team environment.
• Strong problem-solving skills.
• Excellent written and verbal communication skills.
• Exceptional customer service skills.
• Capable of performing physical tasks, i.e. manual lifting.

• Additional leave: take a moment to stop, reflect and reenergise each year with up to five weeks of paid annual leave plus an annual wellness day
• Home office, fitness & wellness allowance: enjoy the flexibility to fit out your home office or support your health and wellbeing with an annual $250 allowance.
• Tech discounts: access corporate discounts on DELL computer products to have the latest personal gadgets at your disposal

Lander & Rogers