Estates Assistant

Experience level: Entry level
Term: Contract
Duration: 9 month fixed term covering maternity leave
Working hours: Full-time (9-5:30 Monday - Friday)
Team: Estates Management
Location: Northampton
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

Shoosmiths are seeking an Estates Assistant to join the Estates Management Team to help focus on Client Services and providing a good service to internal and external clients. The incumbent will assist in the organisation, management and co-ordination of all Estates Operations, building repairs and resource requirements for the office. In addition, the Estates assistant will ensure service is maintained to the highest standards in all circumstances.

Main responsibilities
  • Support the Estates Management team in the daily delivery of all facilities operations.
  • Provide support and cover to other Client Service Teams – Reception, Hospitality and Switchboard.
  • Assist in providing safety inductions and DSE assessment to support the team.
  • Act as a focal point for all local stationery issues.
  • Issue access cards and manage local database.
  • Assist with ordering business cards and name badges.
  • Assist to maintain training spreadsheets and homeworkers file.
  • Assist to organise events for health and safety week.
  • Load invoices onto SAP (internal procurement system). And reconcile credit card receipts.
  • Provide general health and safety administration support for the team.
  • Assist with weekly fire call point tests for Northampton Offices.
  • Assist with Risk Assessments and contractor management.
  • Assist with planning and organisation of office moves.
  • Liaise with external contractors to ensure call outs are correctly placed and work completed within agreed business service level agreements.
  • Any other duties as required.
Skills and qualifications
  • Ability to work accurately with minimum supervision.
  • IT literate with experience of using Word and Excel
  • Ability to work to tight deadlines with high levels of accuracy
  • Positive and professional attitude with strength of character and determination to succeed
  • Ability to identify areas requiring improvement and act on them. 
  • Good organisational skills to ensure that tasks are effectively scheduled within working time available and with good administration skills
  • Flexible attitude to work to meet business needs
  • Excellent customer service experience with emphasis on dealing with clients and customers both face to face, via email and over the phone
  • Willingness to help others as and when needed
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.