Description This back‑of‑house Client Services Assistant role is for the organiser who loves making things work seamlessly. You’ll ensure the workplace stays functional and efficient, equipment is working, catering and supplies are organised and mail and deliveries flow smoothly. It’s a hands‑on, detail‑driven role where reliability, organisation, and pride in high‑quality work make a real difference. About the role As our Client Services Assistant (CSA), you’ll be the go-to person for facilities coordination, workplace safety, reception support, and travel administration. Working closely with our existing Client Services Assistant, our Partners, and support teams, you’ll help create a professional and safe environment for everyone who walks through our doors. Your day-to-day tasks will include: Facilities & Workplace Health and Safety: Liaise with building management for day‑to‑day facilities operations. Coordinate building access, security passes, deliveries, and parking. Ensure office compliance with local WHS regulations and firm policies. Conduct regular WHS and risk checks, including maintenance of statutory signage and evacuation plans. Support First Aid and Fire Warden duties. Manage safety‑related contracts such as fire extinguisher maintenance, alarm systems, and emergency training. Vendor & Contractor Management Liaise with vendors for services including HVAC, lighting, cleaning, waste management, and catering. Monitor vendor performance and escalate service failures or compliance issues to the Workplace Manager. Verify and process invoices across multiple service lines, ensuring correct coding and timely payment in coordination with the Melbourne accounts team. Review monthly catering services invoicing and arrange payment. Travel Coordination: Act as primary contact for the Travel Management Company. Monitor international travel advisories and communicate risks to travellers. Train new Travel Bookers and contribute to training materials and sessions. Client Services & Reception: Provide support to reception, delivering a warm, welcoming and professional front-of-house experience. Manage meeting room bookings (Eptura), VC/AV setup, and technical support. Maintain kitchen and shared spaces to high standards through regular floor walks, with attention to safety and cleanliness. Provide ad-hoc admin support. What You’ll Bring To thrive in this role, you’ll bring professionalism, initiative, and a genuine commitment to exceptional service. We’re looking for someone with: Proven experience in facilities coordination. Experience in a front ‑ of ‑ house or client ‑ facing role in a corporate or professional services environment. A current First Aid Certificate, or willingness to obtain one. Excellent organisational and time ‑ management skills, with the ability to balance multiple priorities. A calm and composed approach, even in fast ‑ paced or high ‑ pressure situations. Confidence working independently and collaboratively. A polished, professional presence and outstanding communication skills. A proactive, service ‑ oriented mindset with strong ownership and pride in your work. Flexibility and adaptability to meet changing workplace needs. This role is full-time in the office, Monday to Friday, 9:00 am – 5:30 pm. What makes Pinsent Masons a great place to work? We have a global reach and a local feel. With 28 offices and 2000 lawyers operating across Asia Pacific, Europe, Africa and the Middle East, you'll be exposed to domestic, international and multi-jurisdictional high-profile work, yet be in an office where everyone knows your name. We do things a bit differently. Legal services are at the core of our business; however we have diversified into other areas providing complimentary services to clients through offerings like Vario flexible services. We like to be flexible. Our firm is professional and allows you to bring our whole self to work. Dress for your day and in your own style and participate in practices that support your wellbeing, mental wellness and work/life balance so that everyone can thrive at work and at home. We're lots of fun and very inclusive. You'll also have plenty of opportunities to participate in, and even run, social activities, diversity and inclusion networks, and charitable initiatives. Diversity and Inclusion At Pinsent Masons we value diversity and inclusion. We are committed to creating a better workplace where all our talent can succeed and feel like they belong. We want to attract, retain and develop people at all levels and encourage applications from all suitably qualified candidates whatever your ethnicity, religion, age, physical or mental disability/long term condition, sexual orientation, gender identity or expression or any other characteristics protected by local law in the jurisdictions in which we operate. Applications To be considered for this role, please upload your resume and any supporting documents via this advertisement. This role is being managed directly by the Pinsent Masons Talent Acquisition team. Should we require agency support, we will reach out to our preferred suppliers.
