We have a fantastic opportunity for an experienced Team Lead - Office Services to join our Strategic Operations - Office Services team in Melbourne office.
This role leads the delivery of office services across mail room, print room, and facilities management, ensuring a clean, efficient, and secure environment. It involves supervising daily operations, supporting internal stakeholders, mentoring staff and upholding high standards in records and equipment management.
Primary Duties and Responsibilities
- Manage all mail room and print room requests and services ensuring the physical areas are clean, organised and functional;
- Manage day-to-day facilities and maintenance requirements for internal and external stakeholders, e.g. contractors, escalating to Operations Manager as required;
- Manage day-to-day operation and repairs of firm equipment;
- Manage inventory and ordering of office services products, ensuring budget compliance;
- Oversee records management requirements in line with approved policies including safe custody, VOI and archiving;
- Supervision of Office Services Clerks performance to ensure tasks are completed accurately, efficiently, and on time;
- Act as a mentor and positive role model, providing ongoing guidance and addressing complaints or issues in collaboration with the Operations Manager;
- Deliver training to new Office Services Clerks and review their work for quality assurance;
- Monitor the Office Services inbox to manage workload, meet deadlines, and effectively communicate with internal stakeholders;
- Ensure email and phone requests are addressed promptly and professionally;
- Liaise with staff and principals regarding time-sensitive requests (e.g. hand deliveries or court filings outside regular hours), ensuring prompt and appropriate action;
- Keep internal clients informed on the progress of work and manage expectations;
- Conduct facilities and office services induction training to all new Russell Kennedy starters in conjunction with the Operations Manager;
- Coordinate new starter requirements, including desk setup and security pass allocation;
- Provide overflow and large event set up assistance to Client Services team as needed;
- Provide assistance and ongoing support to the Operations Manager as required; and
- Maintain cyber security at all times. Cultivate an awareness of security risks, stay informed of latest cyber threats, instil best cybersecurity practises and take practical steps to protect the firm and client from cyberattacks.
Skills/Knowledge
- Strong attention to detail with a focus on accuracy and quality;
- Proven ability to deliver exceptional internal service and support;
- Excellent interpersonal skills with a collaborative and approachable style;
- Sound communication skills, both written and verbal;
- Exceptional organisational and time-management skills;
- Flexible and adaptable approach to shifting priorities and business needs;
- Proficient in Microsoft Office suite, including Outlook, Word, Excel and Teams;
- Familiarity with deeds management and archiving processes is desirable.
Experience
- Prior experience working in a mail room or office services environment within a professional services firm is desirable;
- Demonstrated experience in a supervisory role, with proven ability to manage and mentor a team is essential.
Further Information
Any questions regarding the vacancy can be directed to Rhoda Siu on (03) 9609 6737 or rsiu@rk.com.au. For further information or to submit your application for this position please visit the careers page on our website. Please note any offer of employment made by Russell Kennedy Lawyers to the successful candidate will be subject to a police check. We are currently accepting applications from direct applicants only. No agency referrals will be accepted at this stage.
Our Firm and Culture
Russell Kennedy is a commercial law firm with more than 340 people in Melbourne and Sydney. We are committed to providing exceptional legal strategies and solutions to our clients, guided by market-leading expertise across our key sectors of focus.
As part of our team, you’ll receive hands-on experience, quality mentoring and access to valuable learning opportunities. We encourage a professional and committed work ethic, while recognising the importance of an enjoyable working environment and balanced lifestyle. We believe we have a culture where individuals of all backgrounds and abilities feel included and confident in bringing their whole selves to work, and where your talents are fostered, empowering you to contribute to the success of the firm.
Russell Kennedy is proud to be an equal opportunity employer and is certified as a WGEA Employer of Choice for Gender Equality, as well as being certified as a gold employer in the Australian Workplace Equality Index for employers with 500 or less employees. We respect and celebrate the things that make each of us different. The firm supports and promotes a range of initiatives to create an environment that is characterised by equal access and respected participation of all groups and individuals. There is a particular focus and emphasis on gender equality, inclusion of First Nations peoples, accessibility for people with disability, LGBTIQ+ inclusion, and cultural diversity. Russell Kennedy is recognised by Australian Disability Network as a Disability Confident Recruiter employer.
Russell Kennedy is committed to attracting and retaining the best talent available. We acknowledge the importance of work-life balance, all current and prospective employees have access to flexible work options and workplace adjustments including alternate accessible formats, where required. If you require an adjustment during the recruitment process please contact Leanda Nissen on 03 9609 1523 or lnissen@rk.com.au.
Russell Kennedy Lawyers acknowledges the Traditional Custodians of the lands on which we meet and work. Our offices are situated on the unceded lands of the Wurundjeri and Gadigal peoples. We pay our respects to their Elders, past and present, to their emerging leaders and to the resilience, creativity and vitality of their cultures including their laws and systems of governance.