Owen Reed is looking for a Workplace Assistant for a top law firm in London.
Hybrid/Working Arrangement: Office-based role.
About the Role
We are seeking a proactive and highly organised Workplace Assistant to join a leading law firm in London. This is a hands-on role providing direct day-to-day support to Fee Earners, Personal Assistants and Business Support teams. The Workplace Assistant will play a key role in ensuring the smooth running of departmental operations, delivering efficient administrative, document management and workplace support services.
The successful Workplace Assistant will be based within the department, acting as the first point of contact for operational support requests and ensuring colleagues have everything they need to work effectively.
Key Responsibilities
Departmental Support
As a Workplace Assistant, you will provide immediate on-floor support across a range of administrative and operational tasks, including:
- Printing, scanning and photocopying documents
- Creating data rooms and electronic bundles
- Preparing documents using ShareFile and other digital platforms
- Assisting colleagues with reprographics equipment and document production requirements
- Supporting departmental workflow requests and ensuring tasks are completed accurately and efficiently
Stationery and Equipment Management
The Workplace Assistant will:
- Monitor and replenish stationery supplies across departmental and shared storage areas
- Maintain printer supplies including paper, toner and staples
- Assist colleagues in locating specialist stationery items
- Report equipment faults and escalate recurring issues affecting service delivery
Post, Courier and Mail Services
Responsibilities will include:
- Managing incoming and outgoing post in accordance with firm procedures
- Arranging UK and international courier services, including same-day and urgent deliveries
- Preparing packages and ensuring correct documentation and labelling
- Tracking deliveries and maintaining workflow updates
- Distributing incoming courier items to the appropriate recipients
File and Matter Administration
The Workplace Assistant will support legal teams by:
- Preparing and maintaining physical and electronic files
- Assisting with document engrossing, will sewing and file organisation where required
- Creating, updating and closing matter files
- Preparing files for transfer to records management
- Supporting fee earners with matter administration and file maintenance
Workspace and Workplace Support
You will help maintain a professional and efficient working environment by:
- Keeping print hubs, filing areas and shared workspaces organised and fully stocked
- Supporting meeting room preparation and office housekeeping activities
- Assisting with light workplace moves and workspace resets
- Maintaining high presentation standards throughout the office
Wider Workplace Services Support
The Workplace Assistant may also provide support across:
- Reception and visitor management
- Telephone handling and service desk activities
- Mailroom operations and package handling
- Records management services
- Facilities-related administration, maintenance reporting and contractor support
- Ad-hoc projects, firm events and operational requirements
Skills and Experience
Essential
- Previous experience in workplace services, office support, facilities or administration
- Excellent customer service and communication skills
- Strong organisational and multitasking abilities
- Experience with printing, scanning and document management processes
- High level of accuracy and attention to detail
- Ability to work effectively in a fast-paced professional environment
Desirable
- Experience within a law firm or professional services environment
- Familiarity with ShareFile, data rooms and PDF management tools
- Knowledge of file closing and archiving processes
- Awareness of Health & Safety and DSE requirements
Personal Attributes
The ideal Workplace Assistant will demonstrate:
- A proactive and solutions-focused approach
- Reliability and a strong work ethic
- Excellent attention to detail
- A professional and service-oriented mindset
- Strong organisational skills and the ability to prioritise effectively
- A collaborative approach to supporting colleagues across the business