Estates Assistant

Shoosmiths - UK Law Firm of the Year Winner at the Legal Week British Legal Awards 2015.

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 100 law firm to achieve “Gold Standard” Investors in People, our values and culture are not just 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 and pomposity makes Shoosmiths a fantastic place to work.

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 environment and 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 operational objectives. 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 main purpose of this role is to provide day to day administrative support in our Manchester Office.

• All reprographics requests for the office, including photocopying, scanning, printing and binding documents for the Practice Groups within the office
• Provide support to cover post room duties
• Creating E-bibles
• Distribution of faxes
• Assisting with the smooth running of meetings and events, including presentation of Reception and meeting rooms, providing refreshments, setting up of furniture and equipment.
• Updating the deeds system for the office. To include logging all new deeds, deeds filing and maintaining accurate records of deeds held on and off site.
• Liaising with the PA’s to ensure files are archived on a regular basis
• Assisting to maintain the stationary stock
• Ensuring new starter desks and hot desks are set up according to business requirements
• Providing cover on Reception in line with expected service levels
• Providing out of hours support from time to time with events and seminars (hours of work to be agreed)
• Management and set up of the office laptops and projector equipment ensuring in good working order at all times
• Liaising with contractors, suppliers and building management as appropriate and in line with requests from the HR & Estates Manager
• Dealing with general enquires from clients, visitors and staff
• Assisting the office with any other tasks as directed by the HR / Estates Manager

• IT literate with experience of using Word and Excel
• Accuracy and attention to detail
• Ability to prioritise, be organised and efficient
• Flexibility with the capability to adapt to change, new practices and cope under pressure
• Friendly and helpful approach to dealing with clients
• Able to integrate within a team as well as working on ones own initiative
• Good communication skills

Shoosmiths is a committed Equal Opportunities employer promoting equality of opportunity. 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.