Reception/Estates Assistant

Job Description

The firm A leading UK law firm with a network of offices from the South Coast to Scotland, working together as one national team. An innovative practice and the first top 50 law firm to achieve "Platinum Standard" Investors in People, our values and culture are notjust words on our website but are the heartbeat of the firm. The lack of barriers between departments, a real lack of hierarchy, zero tolerance for arrogance makes Shoosmiths a fantastic place to work. 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 To provide part time support to the Estates Team in the West Midlands, in a proactive, strategic, and efficient manner to deliver excellent service in our office, while ensuring full compliance with all legislative and National policies and procedures. Main responsibilities

• To work with the Estates Team and assist in the day to day running of the office. This includes, but not limited to - front of house, meeting room preparation, archiving, mail, reprographics, document support to the different Divisions, stationary, deliveries,security, catering, cleaning, and all related office services
• Supporting the Team Leader and Regional Estates Manager in all areas of the Estates department functions and in accordance with the demands of the office
• Ensure there is sufficient cover during holiday etc
• EHS Compliance Administration duties - to include assisting with 6 monthly internal environmental audits
• Provide induction training for new starters on Estates Management processes and procedures
• Ensure invoices are coded and sent for payment
• Organise training (including refresher training) for Fire Marshals and First Aiders
• Ensure health and safety procedures are implemented in accordance with current legislative and office policy. Including but not limited to; assist with risk assessments, office audits and maintaining PPM schedule
• Purchase and maintain equipment in accordance with national practices
• Assist in safety, evacuation and disaster recovery plan procedures and be flexible in workings hours to support the business
• Liaise with external contractors to arrange and manage maintenance work. Complete Permit to works
• Conduct DSE assessments and maintain database.
• Maintain COSHH register
• Be a First Aider and Fire Marshal (training will be given)
• Be able to work at other locations on occasion
• Assist your line manager in organizing and planning of any internal or large-scale office moves
• Assist with the organization of the local health, safety, and environmental committee
• Liaise with Social Committee regarding planned events
• Act as office key holder when required

This information is not comprehensive and other responsibilities or duties may fall to this remit from time to time. Skills and qualifications

• Excellent organisational and time management skills
• Positive communicator with the ability to motivate others
• Problem solving skills and experience of dealing in a fast-paced demanding environment.
• Pro-active, "can-do" attitude with excellent customer service skill
• Strong attention to detail with a methodical approach to work
• Good team player
• Adaptable with a positive attitude toward change
• Good understanding of Microsoft Office, to include Excel, Power Point and Word
• Be prepared to undertake further training - IOSH and IWFM facilities management practice

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.