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

To foster good working relationships within the office and to provide a first class service to all external and internal clients, showing professionalism and displaying a friendly disposition at all times. In addition you will also provide day to day reprographic and office support to the Leeds office. Duties will include but are not limited to the following:-

Main responsibilities
  • Working as part of a team to coordinate the front of house reception.
  • Professionally and promptly, meeting and greeting all of the Firm’s clients, any visitors and any internal visitors from other offices.
  • Ensuring front of house, including all meeting rooms and boardrooms, together with the client lounge area, front desk and admin room are completely clear of any clutter and kept neat and tidy at all times.
  • Managing and co-ordinating the meeting room booking system. Co-ordination of client hospitality and client catering for all types of events which can include early morning breakfast seminars, client and staff lunches and evening cocktail events.
  • Setting up and preparing the meetings rooms and boardrooms in advance of any meetings or events taking place to ensure all audio visual equipment, furniture requirements and catering is in place and ready and refreshed as required by the meeting/event host.
  • Dealing with incoming email requests and meeting room requests and ensuring these are checked and processed throughout the day on a regular basis and in a timely manor.
  • Co-ordinate any parking spaces to clients and staff where necessary. 
  • Conduct daily monitoring checks of the entire reception suite to ensure all areas are ready for use at any time and dealing with or reporting any issues to the Regional Estates Manager.
  • Arranging telephone conference calls, video conference calls and taxi bookings.
  • Checking stocks and catering supplies and refilling/ordering replenishments where necessary.
  • Produce weekly reception activity stats for submission to the Regional Estates Manager each Friday.
  • Identifying any problems and acting on them promptly and efficiently raising points with the Regional Estates Manager if necessary.
  • Use Outlook diary to share communications via the event functions where required
  • All reprographics requests for the office, including photocopying, scanning, printing and binding documents for the Practice Groups within the office
  • Collecting and distributing post and preparing post for delivery e.g. franking of mail, preparing special delivery etc
  • Creating E-bibles
  • Updating the deeds and fileling system for the office. To include logging all new deeds, deeds filing and maintaining accurate records of deeds held on and off site
  • Distribution of faxes
  • Liaising with the PA’s to ensure files are archived on a regular basis
  • Ensuing stock of stationery, catering, refreshments and cleaning is ordered and replenished as required.
  • Delivery of documentation to courts, other law firms and libraries as required.
  • Ensuring new starter desks and hot desks are set up according to business requirements
  • Assisting the office with any other tasks as directed by the Regional Estates Manager


Skills and qualifications
  • At least 1 year’s previous Receptionist experience ideally within professional services environment. 
  • Experience in co-ordinating events desirable
  • Provide a high quality client service at all times with a positive, can do, calm and confident attitude
  • Ability to work flexibly, covering early morning and evening meetings/events where necessary
  • Sufficient and accurate keyboard skills, using outlook, word, excel
  • Confident in setting up audio visual equipment and troubleshooting during client meetings from time to time
  • Excellent personal presentation with a professional and respectful demeanour
  • Attention to detail with and a neat and tidy approach to working practices
  • Have the ability to work under pressure and meet deadlines getting things right
  • Self confidence and ability to demonstrate initiative
  • Ability to grasp things quickly and easily
  • Ability to identify problems and act on them promptly and efficiently
  • Ability to adapt to change, new practices and remain calm under pressure and find solutions, aligned with Shoosmiths values and culture
  • Good organisational skills to ensure that the tasks are effectively scheduled within working time available, and that urgent work is completed and returned within the specified timescales
  • The ability to support and encourage colleagues particularly when they are under pressure
  • Excellent communication skills
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.