Business Services Assistant

A&O Shearman is a new global industry-leading law firm, with 48 offices in 29 countries worldwide. Our fluency in English law, US law, and the laws of the world’s most dynamic markets, enables us to provide unmatched insight and seamless delivery to clients. We work on challenging and important deals and disputes that have the potential to shape the future.

We offer exceptional opportunities for our people; opportunities to work for the world’s leading businesses; to transform the status quo, and to deliver your best work, helping you and your career to thrive, while delivering unparalleled outcomes for our clients.

Whether you're helping clients solve complex challenges, transforming the ways we manage our business, or ensuring the smooth-running of our operations, this is an environment where you can belong and excel. We provide first-rate training and development, we are committed to diversity, equity and inclusion and we provide support and ways of working that help you optimise your wellbeing.

**What truly defines a career with us? **We recruit the best and ask for the best of you. And together, we will redefine success.

**Role purpose**
The Business Services Assistant is part of the Business services team and will have responsibilities in all aspects of the operational services within the firm. This is a varied role, and it is essential that our Business Services Assistant is client oriented and dedicated to ensuring a seamless service is provided. They will need to show flexibility and adaptability to prioritise and assist in all aspects of the operational and administration demands. The role works closely with the wider Business Services team to resolve issues in a timely manner.

**Key stakeholders for this role include** the Legal PA Coordinator, PAs, Lawyers and other Business Team staff.

**Role and responsibilities**
Working closely with the Business Services team on all aspects of the operation services including:

- Printing large complex print jobs (training to be provided)
- Binding documents.
- Invoicing (training on system provided)
- Arranging offsite storage.
- Scanning bulk documents
- Coordinating day to day operations of Mailroom (Booking Couriers, registering and distributing incoming mail/parcels, placing stationery orders), escalates any issues to the Senior business services officer (SBSO)
- 09.15am - deliveries of incoming packages from previous day;
- 10.45am - sorts and registers incoming mail for 11.30am mail run;
- 12noon
- Lunch break;
- 3.30pm - Last mail run for the day and other tasks can be finalised such as, unpacking stationery, filling paper bays, toners, and liaising with reception regarding stock orders where necessary;
- 4pm -external post run
- 4.45pm - Ensures that the unclaimed documents trays on the top of the printers are emptied every day;
- Coordinating office Library, receiving, registering and distributing Library material
- Partners’ Loose-leaf files - to be handed over to the Partner’s PA to manage
- Setting up visitor’s offices and new starters desks with stationery and name tags, ensuing they are clean and tidy
- Conducting floor walks to ensure we have a safe workplace
- Managing Inventory and Stationery stock in the utility rooms - Central contact for the firms Stationery orders once a week;
- Unpacking stationery, filling paper bays, toners, and liaising with reception regarding stock orders where necessary.
- Managing sick bay - ensuring the room is clean, stock levels kept replenished. Liaise with HR regarding any concern over usage of sickbay and notifies HR of any unwell employees using the sick bay.
- Expectation to be a Fire warden and first aider (training to be provided)
- Re-stocking all printers with paper throughout the week
- Updating the Business services master spreadsheet/manuals
- Assisting with internal office moves
- Assisting our BS coordinator with ergonomics assessments, including administration tasks
- Adhoc administration tasks
- Back up Reception duties and Catering orders.
- Back up maintenance duties

**Equal Employment Opportunity**
A&O Shearman are committed to supporting a culture that drives diversity, equity and inclusion. Every day, we’re working hard to create an environment where everyone feels that they can bring their authentic selves to work. To be comfortable and confident to be who they are in the workplace. To feel like they belong.