Estates Assistant

Term: Permanent
Working hours: Full-time
Team: Estates Management
Location: Edinburgh
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 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.

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 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 role

The timely and efficient delivery and collection of all post for the Edinburgh Office in accordance with the agreed Facilities Service Level Agreement, deliveries outwith the office, photocopying, scanning and other estate management duties including Reception duties and archiving of files and titles.

Main responsibilities
  • Ensure that the first post is delivered within the specified time limit of 9.30am
  • Delivery and collection of mail in accordance with agreed SLA’s.
  • Record and Distribute recorded and special delivery items for Edinburgh.
  • To collect and distribute mail delivered by couriers/clients to Reception marked as urgent on an hourly basis.
  • To sort and frank all outgoing mail and ensure that it is ready for collection at 5.00pm
  • Deal with all mail queries/complaints (incl DX, recorded, special and royal mail) and keep adequate records of all queries on file for monthly analysis.
  • Assist in keeping the building tidy as and when required.
  • Assist in banking run duties as and when required.
  • Assist in setting up client meeting rooms
  • Any courier/administration duties as and when required
Skills and qualifications
  • Ability to work accurately with minimum supervision.
  • Ability to work to tight deadlines with high levels of accuracy
  • Positive and professional attitude with strength of character and determination to succeed
  • Maintain high standards
  • Work well under pressure.
  • Ability to identify areas requiring improvement.
  • Good organisational skills to ensure that tasks are effectively scheduled within working time available.
Equal opportunities

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.