Hospitality & Estates Assistant

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.

This is a dual role, primarily providing an exceptional hospitality service to the Northampton office, for both our internal and external clients. 

The second part of the role will be to assist in the organisation, management and co-ordination of all Estates Operations, building repairs and resource requirements for the office.  

The role does require some flexibility not only in hours to assist with early morning seminars, but also with where you’ll be working, day to day.  Full training will be provided.

Specific tasks that are to be carried out within the remit of this role includes (but is not limited to):-

Staff Areas

• Loading and unloading dishwashers as required.
• Cleaning of staff coffee machines
• Ensuring stock levels of all catering and beverages are at the appropriate level at all times.
• Delivering milk and or checking stock/rotating stock on a daily basis
• Ordering and topping up of all refreshments in each kitchen i.e. milk, fruit, coffee, sugar, juice etc.
• Rotating old stock of milk and disposing of when out of date
• Reporting any faults to the Estates team immediately.
• Topping up and cleaning the hub tables and microwave areas including vending machines
• Ensure sufficient cutlery, mugs and glasses are in each kitchen, restock where required, run these items through the dishwasher on a regular basis
• Ensure the correct mugs and glasses are in the hub, collect from kitchens on a regular basis and keep stocked in the hub
• Dealing with all vending machines queries.  Liaise with external contractor (Uvenco) to ensure that refunds are dealt with quickly and faults are reported.
• Carry out any other reasonable duties to help the effective running of the over Estates team as required by your manager

Client Area

• Setting up all meetings rooms with any refreshments and catering required throughout the day.
• Clearing up and resetting rooms following the completion of all meetings allowing for a very quick turn around when required.
• Ensuing the catering areas are kept clean and tidy at all times and stock levels are replenished.
• Ensuring stock levels of all catering and beverages are at the appropriate level at all times.
• Assist with room set up and preparation for client seminars and events, including moving chairs/tables if required.
• Follow the cleaning schedule and keep work area clean and tidy at all times.
• Ensure tea towels and dish cloths are cleaned regularly.
• Wash up manually and use the dishwasher as and when required
• Responsible for cleanliness of all glass, crockery and cutlery and stock levels are maintained
• Maintain store cupboards so they are neat and tidy.
• Meeting rooms are to be clean and tidy at all times.
• Follow COSHH procedures.
• Ensure all temperature checks are carried out and logged for fridges.
• Liaise with staff with regard to their dry cleaning from booking items in, taking monies and organising the appropriate paperwork.
• Participate in basic food hygiene training and health and safety training as required.

Estates Operation

• Assist with the issuing of access cards and manage local database.
• Ensure the completion of Display Screen Equipment (DSE) assessments within a specific time deadline for Northampton.                    
• Provide general health and safety administration support for the team.
• Order specialist DSE equipment/furniture.
• Deal with day to day facilities queries, logging engineer call outs and ensuring engineers attend site and provide adequate supervision.
• Ensure petty cash and post tin are regularly consolidated.
• Provide cover for other estates management staff:
  1. Order stationery, business cards and name badges.
  2. Update utilities spreadsheet.
  3. Update Estates Management web-site on Chanel 9.
  4. Organise general office repairs.
  5. General administration duties as required

• Ensure Northampton Estates Management email inbox is checked and action in an appropriate timely manner.
• Complete all relevant training for DSE assessments
• Any other duties as required.

• Excellent customer service experience with emphasis on dealing with clients and customers both face to face, via email and over the phone.
• Positive and professional attitude with strength of character and determination to succeed.
• Previous experience of working in a customer service industry would be advantageous. .
• Positive, can do, calm and confident attitude.
• Well presented at all times.
• To demonstrate initiative and to be seen as a helping hand throughout the office.
• Excellent attention to detail.
• Being flexible with the ability to adapt to change should there be an urgent requirement to break away from their set routine and being able to cope under pressure and deal with last minute requests and changes.  With a willingness to help others as and when needed.
• Excellent presentation skills reflected in their work and in themselves, Minimal make-up and jewellery, non-slip, clean black shoes & clean clothing, following the current dress-code.  Long hair to be tied back.
• A methodical and organised approach with keen attention to detail in a timely manner.
• Friendly and helpful approach to dealing with queries.
• Able to integrate within the team as well as working on own initiative.
• Efficiently respond to staff/line manager requests in a reasonable time.

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.