Facilities Assistant

To provide a first-class client care experience to all staff and visitors using Reception, Conference Suite and Facilities services in our London office, ensuring both external and internal clients are treated as a priority and that high service delivery standards are consistently met.

Key Responsibilities

Front of House

  • Overviewing conference room bookings to ensure rooms have availability.
  • Conducting daily quality checks and liaising with IT as required.
  • Preparing meetings rooms to the layout required.
  • Meeting and greeting clients and providing Wifi codes when necessary.
  • Providing refreshments (including ordering/laying-out of lunches).
  • Maintaining refreshment stock for meetings rooms.
  • Clearing rooms and re-arranging the furniture.
  • Reconcile catering invoices with booking forms, stamp and enter chargeable code and provide to Office Supervisor.
  • Booking taxis, as required.
  • Receive incoming calls and/or Reception calls.
  • Carry out daily top ups and cleaning of the office coffee machine.

Facilities

  • Dealing with incoming post – opening, date stamping and sorting into teams.
  • Scanning post, DX and hand or courier deliveries to fee earners.
  • Scan incoming cheques to cashiering team and send via special delivery to the Southampton office.
  • Franking machine tops, preparing and franking outgoing post and sorting DX post ready for collection.
  • Any monies received for private postage is paid into the postage budget code.
  • Scanning, binding and photocopying, ensuring attention to detail and accuracy whilst meeting deadlines.
  • Ensuring the printers have paper stock and assist with minor printer issues (eg resolving paper jams, replacing toner cartridges).
  • Assist with the stationery, print, cleaning and consumable supplies by ordering weekly/as and when required from our core list.
  • Arranging courier services, as required.
  • Print out cheques and deliver to fee earners.
  • Carrying out archiving tasks including closing files, deeds and Wills and preparing them for collection.
  • Undertake the process for retrievals arriving into the office to ensure we have received the correct stock.
  • Carrying out tap flushing routines when necessary.
  • Ad hoc duties, as required, to support the Office Supervisor.

Skills / Experience Required

  • Good spread of GCSEs (A*-C or 4-9) including English and Maths
  • Experience in a Front of House / Client Facing / Reception position
  • Positive, enthusiastic and pro-active approach
  • Excellent organisational skills
  • Ability to work as part of a team and use own initiative
  • Knowledge of Microsoft packages
  • Accuracy and attention to detail
  • Flexibility in the duties of the role, and ability to cover additional hours when required
  • ‘Can do’ and ‘will help’ approach
  • Self-motivation and willingness to learn and improve
  • Good communications skills
  • Excellent client care approach
  • To carry out the role of a Fire Warden following the completion of the necessary training

How to Apply

  • Please email [email protected] to apply with a copy of your CV and cover note to explain your interests in the role.  Please also confirm your salary expectations.
  • Interviews: The interview process will start as soon as suitable candidates have been identified. We will notify you in advance if you are required to carry out a drafting exercise/skills test as part of the interview process.
  • If you have any questions, please email Rob Brown at [email protected] or telephone on 023 8085 7441.
  • Your personal data will be processed in line with our applicant privacy policy which explains how we treat your data.

Please note that we are currently only accepting CVs from direct applicants.