Office Services Assistant, Sydney

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.

Alongside world-class legal careers, Clifford Chance offers excellent opportunities in the support functions that underpin its business operations.  By joining us in the Business Professionals Team, you will help us innovate in the way we deliver our services and enable us to run a successful multinational business that never stands still.  Business Professionals are integral to the running of the firm and are critical to its success. 

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 Office Services Assistant will take full ownership of the delivery of their key responsibilities detailed below.

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 desk allocations
• Act as a point of liaison to assist in outsourced external services such as copy / print production / couriers
• Handle and manage all concierge phone calls, emails and requests, both internal and external
• 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
• Maintain 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
• External seminar applications
• Catering requirements

Secretarial/Administration Services

• Expense claims
• Phone handling
• Print/copy/bind/mail
• DPU Liaison where applicable
• Bibles
• Document archiving
• CR search
• Update of listing rules where applicable
• Distribution lists/telephone lines update
• Book orders
• Payment requisition
• Calendar management
• Inbox management
• Team coverage as required

BD Support Services

• 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
• Taxi bookings
• Accommodation

Projects

• Provide support for Projects as required

• Confident communication skills, both written and verbal
• Ability to interact professionally with all levels of colleagues both internally and externally
• Strong attention to detail
• Ability to multi task with the flexibility to change priorities as required
• Experience in meeting deadlines
• Positive outlook
• Respectful of colleagues with an inclusive team work manner
• Ability to work autonomously and within a team that is located remotely
• Be motivated and demonstrate an ability to use initiative
• Ability to listen and follow instructions correctly
• Advanced Microsoft Word and Outlook skills
• Intermediate Powerpoint and Excel skills
• Understanding of document management systems, iManage preferred

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 of employment.

We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.

Our goal is to deliver an equality of opportunity, an equality of aspiration and an equality of experience to everyone who works in our firm. 

Find out more about our inclusive culture here