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Client/Facilities Support Assistant (Property and Facilities)

Eversheds Sutherland
Job LocationEdinburgh
EducationNot Mentioned
SalaryCompetitive salary
IndustryNot Mentioned
Functional AreaNot Mentioned
Job TypePermanent, full-time

Job Description

This is a combined role for Client Support and Facilities Support to ensure that all external and internal client areas are to the required Eversheds Sutherland standards, and that the building is ready for operations at all times. To ensure that the environment is friendly but professional and very team orientated.The main responsibilities include carrying out reception, meet & greet, hospitality desk and switchboard duties, postal services for the business, monitoring the stationery supplies, reconfiguration and preparation of meeting rooms, recording FM jobs on remedy, supervision of 3rd party contractor and correct use of office space for staff, and to provide excellent client and internal customer care.Duties will be include all the above to deliver a process driven environment to clients to ensure their needs are met and the business is presented in a professional manner.The main duties involve:

  • The operation of the integrated resources system that controls room bookings, car parking, visitor badges, catering requirements and general meeting room set up.
  • The operation of screen based switchboard system.
  • The provision and control of security access passes in conjunction with the external security provider.
  • The issuing of rail tickets, handling travel queries and assisting with troubleshooting of this service.
  • Meeting and greeting clients to ensure their needs are exceeded in a timely and professional manner.
  • Ensuring the client area, meeting rooms and the whole of the client hospitality suite areas are kept to the highest standards at all times.
  • Liaise with our external caterers to ensure refreshments are provided when and where necessary and to the highest standard.
  • Ensure a high standard of Corporate dress and personal appearance is maintained at all times.
  • Supporting the team leader to control and monitor all stationery supplies inclusive of purchasing, storage and delivery.
  • Setting up of meeting rooms as per the booking information, to ensure the layout and functionality and the AV equipment is as requested,
  • Checking of all client meeting rooms on a regular basis to ensure they are maintained to a high standard.
  • Carrying out all post room duties inclusive of sorting and delivering of internal mail throughout the building.
  • The cost effective and efficient processing of external mail to ensure delivery deadlines are met.
  • Checking of all areas of the building on a regular basis to ensure they are maintained to a high standard.
  • Working within the team to ensure efficient collection and delivery of mail, DX and courier services are provided in a effective manner.
  • It will be necessary to carry out the archivist function to ensure items are recorded, retrieved and disposed of in accordance with correct procedures, in the absence of the archivist.
  • Provide support with office moves when required. This may involve some weekend work, however plenty of warning will be provided if weekend work is to be carried out.
  • The jobholder may be asked to carry out minor repairs, and office moves within their limit of expertise. It is therefore essential that a team spirited environment is maintained for delivery of this service The health, safety and welfare of our clients, visitors and staff is of paramount importance and it is therefore essential that they support a safe working environment with particular reference to adherence of the current health & safety at work regulations and the Eversheds Sutherland Health & Safety Policy.
  • Maintaining levels of support services appropriate to meet the business requirements.
  • Regular communication with building users, seeking opportunities to develop and promote the facilities contribution to the overall business success.
  • Ensure high levels of customer care to both internal customers and external clients and visitors, this includes quality of the workspace along with good standards of housekeeping throughout the building and associated areas.
  • Work within the team to ensure the delivery of agreed KPIs appropriate to the business and consistent with facilities regional objectives.
  • As the role can be customer facing, presentation and having a professional manner is of prime importance and thus the job holder must adhere to the dress code at all times, and a uniform will be provided.
  • The jobholder may from time to time be required to carry out any additional services oriented functions associated with the delivery of quality facilities services to the company and its clients.
    • The role will involve supporting the whole team to ensure it delivers professional support services to meet the business requirements. Regular communication with building users is required to seek opportunities to develop and promote the Facilities contribution to the overall business success.The successful candidate will be of a pleasant and friendly disposition with a flexible attitude in order to cover the service we provide to our clients. The role is extremely client centred and facilities based and candidates will need to have a professional approach in both image and in the way they interact with clients. Required skills
  • Communication Skills
  • Organisational Skills
  • Time Management

    • Keyskills :
    Communication Skills Organisational Skills Time Management

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