Practice Administration Assistant, Perth

3 months ago

Perth, Australia Clifford Chance Full time

Job Description

**The Role**

This position is responsible for providing proactive front office practice support and administration, and ensuring clients are serviced in a professional manner and in accordance with the Firm's policies and procedures. This includes being a part of a concierge team and supporting all front office related processes from meeting room management, reception duties, supplies and stocks, administrative services to handling phone, mail and couriers.

The Practice Administration Assistant will take full ownership of the delivery of their key responsibilities detailed below.

**Key Responsibilities**

**Concierge**
- Greet all visitors to the office and ensure the correct recording of visitor details and where required that the appropriate prerequisites have been complied with (as in the case of contractors). Ensuring that all visitors are welcomed, and their individual requirements are attended to.
- Arrange visitor and new starters desk allocations
- Act as a point of liaison to assist in outsourced external services such as copy / print production / couriers
- Provide first level IT support set-up for all guests and staff as required in the client suite and for visitor set-up. This includes printing set-up, video conference assistance, trouble-shooting IT errors and sourcing assistance as necessary.
- Order supplies, stock and maintain Kitchen/Breakout/ Meeting rooms
- Assist with ordering of CC printed stationery supplies
- Manage stationery ordering and restocking in utility rooms

**Meeting Arrangements**
- Practice/group meetings
- Practice/group training
- Practice/group dinner/lunches/drinks
- Other external/internal meeting arrangements
- Visitor arrangements
- Seminar questionnaire summaries
- Catering requirements

**Administration Services**
- Expense claims
- Phone handling
- Print/copy/bind/mail
- DPU Liaison where applicable
- Production of bibles
- Document archiving
- Distribution lists/telephone lines update
- Book orders
- Payment requisition and invoice processing
- Calendar and dairy management
- Inbox management
- PSC Team coverage as required
- Facilities tours for new starters
- Distribution and management of access cards

**BD Support Services**
- Assist BD with CV updates
- Tracking BD activities
- InterAction entries
- Assist with coordination and organisation of events
- Inform BD team of the schedules of visiting partners and work with the BD team on the relevant logistics

**Travel Arrangements**
- Flight bookings
- Accommodation bookings
- Ensure travel profiles are up to date

**Office Assistance**:

- Ensure the office equipment is functioning and well maintained (Including photocopiers, coffee machines etc)
- Manage the office facilities and submit Tenant Service Requests (TSR's) or arrange repairs and maintenance
- Represent Clifford Chance in the capacity of Fire Warden and First Aid Officer and ensure you attend the training and maintain any necessary qualifications

**Projects**
- Provide support for Projects as required

Company Description

**Who we are**

We are one of the largest international law firms in the world. With over 30 offices across the globe, we strive to exceed the expectations of our clients, providing them with the highest-quality advice and legal insight, which combines the firm’s global standards with in-depth local expertise.

Our firm, work and people span jurisdictions, cultures, and languages. We offer our clients a truly international perspective. We believe every career should be rewarding and stimulating - full of opportunities to learn, thrive, and grow. That’s why we’re so proud of our inclusive, friendly, and team-based approach to work.

You’ll find our clients in commercial and industrial sectors, the financial investor community, governments, regulators, trade bodies, and not-for-profit organisations. But no matter who they are or why they’ve reached out to us, we provide a world-class service every step of the way. And that’s possible thanks to the entrepreneurial spirit and conscientious approach to work that you’ll find across all of our teams.

Whichever area of the business you join, you’ll become an integral part an innovative, diverse and ambitious team of people. Clifford Chance is a place where the brightest minds and the best of colleagues meet

Additional Information

**Equal opportunities statement**

At Clifford Chance, we understand that our true asset is our people. Inclusion is good for our team and their families, our firm and society.

We are committed to treating all employees and applicants fairly and equally regardless of their gender, gender identity and expression, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age. This applies to recruitment and selection, terms and conditions of employment including pay, promotion, training, transfer and every other aspect

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