We're hiring: Office Administrator

Lowndes Jordan is a prominent commercial law firm based in Auckland. Our purpose is to have an outstanding reputation with our clients and to be recognised for service excellence and commitment to quality. We have a highly collaborative culture, and all staff strive to achieve the goal of practice excellence. For the firm to achieve its goals, excellence in all aspects of the Office Administrator function is a key contributor.

‍What is the role?

We are looking for a highly organised Office Administrator to support the firm and the General Manager. You will show great attention to detail as well as being organised and able to juggle multiple tasks at any one time. You will be an outgoing, enthusiastic person with a ‘can-do’ attitude and the ability to meet deadlines.

‍What you will be doing

• Located at reception, attending to and engaging with visitors/couriers etc.
• Providing overflow support and backup to secretaries as required, printing, photocopying, document typing and amending as required.
• Phones – answering calls and announcing callers, taking messages and sending by email.
• Kitchen – ordering and monitoring/replenishing supplies, keeping the kitchen clean and tidy including putting any dirty dishes in the dishwasher, clean coffee machine.
• Maintaining cleanliness and stock levels in utility rooms including room behind reception and ordering stationery if and when required.
• Filling printers with paper as required.
• Shredding – collecting all shredding from offices and emptying into the shredding bin Deeds room.
• Boardroom/Meeting rooms – maintaining tidy appearance and keeping supplies up to date in all client areas including reception.
• Setting up LJ VC for meetings, maintaining meeting rooms booking register.
• Catering – ordering/arranging food for Partners and client lunches, functions and meetings including setting up and cleaning, and providing hot/cold drinks as required.
• Organising/ordering catering for staff drinks and functions including setting up and cleaning.
• Opening new files, closing files in OnePractice and opening physical files if required.
• Maintaining storage in basement and managing TIMG file retrieval/dispatch.
• Couriers – sending and receiving.
• Carparking – organising vouchers for clients.
• Dry-cleaning – sending/receiving.
• Liasing with Precinct and facilities suppliers as required, e.g. replacing faulty lighting, arranging after hours air conditioning, office furniture maintenance and replacement etc.
• Liasing with TPS office cleaners as required.
• Maintaining library and ordering publications as required.
• Deeds and file uplifts.
• Administering CLE register and assisting in CLE session setup/cleaning and catering.
• Arranging staff and client gifts as required.
• Organising client and staff Christmas gifts, including coordination of printing and address lists.
• Other duties or special assignments as required from time to time.

About you

• Super organised and able to think ahead.
• Tech savvy (MS Word and Office tools).
• Ability to work flexibly and independently, set priorities, work simultaneously on tasks, use good judgement and initiative and meet/exceed deadlines.
• Have a proven record of displaying a deep dedication to client service.
• Work collaboratively and engage with the team to deliver results.
• Experience with Zoom, Teams, Google docs and any other new collaboration technology coming.
• Outgoing, enthusiastic person with the ability to handle deadlines and pressure.

‍Additional information

Lowndes Jordan values diversity in all respects and is a signatory to the NZL Gender Equality Charters.