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.

An opportunity has arisen for an Estates Assistant to join our new London office.  The role is within our Estate Management Team, reporting into the estates team leader. The role is 37.5hrs per week, 5 days per week, Monday to Friday. With shift patterns falling between 7.30am and 5.30pm. Flexibility required. 

The successful candidate will be working within the Estates Management team to provide a comprehensive and quality service to our clients, both internal and external.  Providing a support service to others in the team where required and to cover any shift pattern absences within the rest of the team where necessary.  All members of the team are required to have the capability of picking up all duties.  Training will be given where required.

The role involves a relatively high level of Manual Handling as you will, and daily be expected to move files/boxes/furniture.

The main duties will include all mailroom & reprographic duties and where required all other Estate Management duties on a day to day basis.  This will include but is not limited to the following: -

• Dealing and preparation of all incoming & outgoing postal services
• Handling Deliveries
• Arranging Courier assignments
• Preparing USB documents
• Copying/Transferring data from folders
• Printing and compiling documents
• Copying and scanning documents
• Scanning and delivery of post
• Distribution of paper and stationery supplies on a regular basis
• Administration of Deeds and files for archiving
• Sending Faxes using existing internal processes
• Dealing with equipment/furniture breakdowns/repairs as required
• Relocation & movement of furniture as required
• Assist with any other small office moves/projects
• Quality checking of own and work and team members
• To assist other parts of the estates team
• Escorting and working with contractors on site
• Ad hoc duties

You will need the following skills and experience: -

• IT literate with experience of using Word, Excel and the internet
• Good written, numeracy and oral communication skills
• Accuracy and attention to detail
• Ability to prioritise, problem solve, be organised and efficient
• Flexibility with the capability to adapt to change, new practices and cope under pressure but with the ability to recognise when to seek assistance
• Able to integrate within a team and to work on your own initiative
• Friendly and helpful approach

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.