Assistant Estates Manager

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 50 law firm to achieve “Platinum 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 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.

To provide support to the Regional Estates Manager in a proactive, strategic and efficient manner to deliver excellent service in our rapidly expanding Office, while ensuring full compliance with all legislative and National policies and procedures.

• Main responsibilities

   

• Supporting the Regional Estates Manager in all areas of the Estates department functions daily and in accordance with the demands of the office, including but not limited to - Reception, archiving, mail, photocopying and faxes, stationary, deliveries, security, catering and cleaning. Also assisting the team with the tasks when required.
• Supervise and conduct 1:1’s with the team and allocating and monitoring work
• Liaising with contractors and maintaining service level agreements in accordance with Firmwide best practice
• Purchase and maintain equipment in accordance with Firmwide practices
• Assist the Regional Estates Manager in organizing and planning of any internal or large-scale office moves
• Provide induction training for new starters on Estates Management processes and procedures
• Purchase and maintain equipment in accordance with national practices
• Assist in safety, evacuation and disaster recovery plan procedures and be flexible in workings hours to support the business.
• Be able to work at other locations within work region.
• Responsibility for the Office in the absence of the Regional Estates Manager.

This information is not comprehensive and other responsibilities or duties may fall to this remit from time to time.

Health and Safety

• Ensure health and safety procedures are implemented in accordance with current legislative and office policy. Including but not limited to; conducting risk assessments, office audits and maintaining PPM schedule.
• Train staff on health and safety / emergency procedures. Including but not limited to; new starter induction, manual handling, personal safety training and relevant committees.
• Organize training (including refresher training) for Fire Marshals and First Aiders Maintain COSHH register
• Conduct DSE assessments and maintain database

• Previous managerial experience essential
• Experience within a Corporate office environment and post room/reprographics desirable
• Excellent organisational and time management skills
• Positive communicator with the ability to motivate others
• Problem solving skills and experience of dealing in a fast-paced demanding environment.
• Pro-active, “can-do” attitude with excellent customer service skill
• Strong attention to detail with a methodical approach to work
• Good team player
• Adaptable with a positive attitude toward change
• Good understanding of Microsoft Office, to include Excel, Power Point and Word
• If not already qualified be prepared to undertake further training – IOSH and IWFM facilities management practice would be an advantage.
• Benefits package

We consider this to be a Level 3 Competency position.

Shoosmiths has an outstanding benefits package; we believe that all staff should be rewarded for their commitment to the continued success of the firm. These can include:

A pension scheme with employer contributions of up to 5.5% Generous life assurance cover for peace of mind, up to 8 times salary Up to 25 paid working days holiday per annum with the option to buy up to 8 additional days. You can choose to 'flex' twice a year - January and July 'Happy Birthday!' - have a free day off to celebrate and a £50 voucher to spend! (We won't take it from your annual entitlement) Childcare vouchers which are not subject to tax or NI Interest free season ticket loans Staff introduction bonus scheme Corporate discounts on a wide variety of products and services Discounted conveyancing and legal advice, for instance for wills and family trusts.

Our approach to our people is underpinned by our approach to diversity, inclusion and well being. Our ambition is to build a diverse and ambitious workforce that reflects all backgrounds and talents, and a workplace that is supportive and inclusive, recognises and nurtures talent, and has a strong sense of community between colleagues.

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.