Receptionist/Estates Assistant

Job Description

The team Estates Management is the integration of processes within an organisation to maintain and develop the agreed services which support and improve the effectiveness of its primary activities. This encompasses multi-disciplinary activities within the built environmentand the management of their impact upon people and the workplace. Effective estates management, combining resources and activities, is vital to the success of any organisation. At a corporate level, it contributes to the delivery of strategic and operationalobjectives. On a day-to day level, effective estates management provides a safe and efficient working environment, which is essential to the performance of any business - whatever its size and scope. Responsibilities of this team include property strategy,space management and communications infrastructure to building maintenance, administration and contract management. The role We require a Receptionist / Estates Assistant whose primary role will be Front of House, fostering good working relationships within the office and to provide a first-class service to all external and internal clients, showing professionalism and displayinga friendly disposition.The secondary role will be assisting with the rest of Estates Management, including all work in the Reprographics room.There will be a requirement to provide an out of hours service for events and seminars (hours of work to be agreed prior to events with the Estates Manager and the team to ensure all hours are covered).You may be required to go to another office on occasion.Due to the sensitive nature of our business it is imperative that confidentiality is always adhered to. Main responsibilities Front of House

• Professionally welcoming all clients, external and internal visitors from other offices.
• Ensuring the entire client suite, including rooms, client lounge area, front desk and admin room are always completely clear of any clutter and kept neat and tidy.
• Working with the PAs and Legal Advisers to support and understand their requirements, asking questions to ensure all requirements are covered and understood (such as, numbers of attendees for events, numbers of internal and external visitors, cateringrequirements, refreshments, duration of meetings, meeting room set up and IT equipment, name badges and handout notes/paperwork)
• Managing and co-ordinating the electronic meeting room booking system for all meeting rooms and spaces
• New starter inductions and Health and Safety tours. Inputting visitor information into the Landlord booking system
• Booking taxis
• Managing and co-ordinating all client hospitality and catering for all types of events
• Setting up and preparing meeting rooms and client spaces audio visual equipment, furniture requirements and catering is in place and ready and refreshed as required by the meeting/event host. Assisting the Hospitality Team as necessary.
• Answering the telephone on Reception and dealing with incoming queries
• Dealing with incoming email requests and meeting room requests and ensuring these are checked and processed throughout the day on a regular basis and in a timely manner
• Reconcile and process the reception invoices for Manager approval
• Arranging conference calls, video conference calls and taxi bookings
• Arranging catering supplies where required for events and meetings as required
• Checking stocks and catering supplies and refilling/ordering replenishments where necessary.
• Use Outlook diary to share communications via the event functions where required
• Conducting DSE assessments for new starters, pregnancies, office moves, and any other staff related changes as and when required.
• Produce holiday handover holiday notes to ensure continuity of service.

Reprographics

• Assisting with requests from our internal clients
• Post scanning and distribution (via email or physical). Both incoming and outgoing
• Printing - various requests will be received for printing documents either from /Emails/Online/USB/Data storage areas and PDFs
• Printing of large-scale plans and folding them in line with departmental standards
• Scanning and reproduction of large complex files
• Liaising with Estates team Leader or Regional Manager to determine outsource projects if required
• Archiving, including deeds
• Collating and copying of documents
• Document binding

Skills and qualifications

• Understand and demonstrate Shoosmiths values and culture

• Must be able to work with a team with a positive attitude
• Ability to take direction and instruction
• Accuracy in all areas of work with attention to detail under pressure and timescales
• Self-confidence and ability to demonstrate initiative
• Ability to identify problems and act on them promptly and efficiently
• Provide a high-quality service for both external and other Shoosmiths employees
• Accurate keyboard skills, using outlook, word, excel
• At least 12 months previous Receptionist experience within professional services and event co-ordinating
• Confident in setting up audio visual equipment and troubleshooting during client meetings
• Excellent personal presentation with a professional and respectful demeanour
• The ability to support and encourage colleagues
• Excellent communication skills

Please note, the successful candidate must be comfortable with heights and lifts. Equal opportunities Our approach to our people is underpinned by our approach to diversity, inclusion and well being. Our ambition is to build a diverse and ambitious workforce that reflects all backgrounds and talents, and a workplace that is supportive and inclusive, recognisesand nurtures talent, and has a strong sense of community between colleagues.This means that everyone who either applies to or works for the firm is treated equally, whatever their gender, age, ethnic origin, nationality, marital status, disability, sexual orientation or religious beliefs.