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 a proactive and efficient estates management service that meets the needs of the Partnership, its internal customers and clients.  To ensure compliance with all legislative and nationwide policies and procedures.

Estates Management

• Supporting the HR/Estates Manager in all areas of the Estates department functions including but not limited to - Reception, file archiving, mail, reprographics, stationary, security, catering and cleaning
• Supervise and conduct 1:1’s with the team.  Allocating and monitoring work
• Supervise and control external contractors in the delivery of estates services (soft and hard) and the timely resolution of faults to the required.
• Ensure all service level agreements are maintained through our third-party supplier who manages all Estates Service contractors.
• Ability to liaise with Managing agents in relation to serviced office operations
• Purchase and maintain equipment in accordance with national practices
• Assist the HR/Estates Manager in organizing and planning office moves and refurbishments
• Provide induction training for new starters on Estates Management processes and procedures
• Ensure safety, evacuation and disaster recovery plan procedures are in place and be flexible in working hours to support the business.
• Regular work travel between sites is expected and will be reimbursed at standard rates
• Act as site keyholder for your local site
• Be flexible in working hours to support the business. Overtime or weekend may be required.
• Responsibility for all Offices in the absence of the HR/Estates Manager.

Health and Safety

• Ensure that you have suitable health and safety training and adopt high standards in the compliance of competed work.  Lead by example in the development of a “safety culture” within the team, with internal clients and with all parts of the Estates Management Team.
• 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, organize fire marshal, first aid, manual handling and personal safety training.
• Organise training (including refresher training) for Fire Marshals and First Aiders
• Maintain COSHH register / ensure training records are updated
• Conduct DSE assessments and maintain database
• This information is not comprehensive and other responsibilities or duties may fall to this remit from time to time.

• 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
• Good analytical skills
• Adaptable with a positive attitude toward change
• Task focused as well as people centred
• Ability to work within a team, using own initiative within a professional services environment
• Good understanding and a Health and safety qualification is desirable
• Good understanding of Microsoft Office, to include Excel, Po

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.