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 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.

There are two elements to the Estates Assistant role with both the Internal and External roles being a combined role -

Estates Assistant – Internal

Working within the Print & Post Room and Archiving & Deeds delivering services to our internal clients.

Estates Assistant – External

Delivering services to our external clients via Reception within the Client Suite and covering Estates Tasks. In applying for this role, you will cover both roles, alternating with the other Estates Assistant/Receptionists.

Main Purpose of both the Estates Assistant Role

To provide exceptional customer service and foster excellent working relationships with internal clients and external clients/contacts providing a first-class level of service to everyone, showing professionalism and displaying a friendly, helpful disposition both locally and across the firm.

Main responsibilities

This role includes, but is not limited to the following responsibilities:

Estates

• Opening, date stamping and sorting of incoming mail and managing the miscellaneous post process
• Liaising with couriers and post/delivery personnel where necessary
• Sorting outgoing post into DX, Royal Mail, Special Delivery etc., and ensuring the post is ready for collection at the allocated times
• Assisting internal clients with general print and post enquiries
• Photocopying and binding documents as required
• Ensuring all office areas are kept neat and tidy at all times
• Restocking printers, photocopiers etc., on a daily basis on all floors
• Provide cover for members of the Estates Team and working as part of a team to co-ordinate estates administration and H&S tasks
• Providing assistance to the National Estates Manager with the daily running of the department including filing, scanning, photocopying and typing.
• Responding proactively to telephone / email queries from both internal and external clients
• Assisting with H&S tasks/provide cover for other Estates Assistant
• Assisting with maintenance tasks within the office, recording issues and liaising with our maintenance provider/Fisco to complete works
• Ordering supplies for the office (e.g. stationery, DSE equipment, first aid supplies)
• Generally, assist with keeping the office neat and tidy.
• Manage incoming and outgoing deeds which involves the transportation of deeds/boxes within the office keeping within the guidelines of health and safety
• Administration of computerised deeds system

Client Suite

• Working with the front of house team to co-ordinate front of house services when required.
• Professionally and promptly meeting and greeting all clients and visitors including internal clients/visitors from other offices
• Working with PAs and Legal Advisers to support and understand their requirements, asking questions to ensure all requirements are covered and understood (such as numbers of attendees, catering requirements, audio visual aids, room set up style, name badges, hand-outs/paperwork)
• Setting up and preparing the meeting rooms in advance of any meetings or events taking place to ensure all audio visual equipment, furniture requirements and catering is in place, ready and refreshed throughout the event where appropriate
• Meet and greet clients and visitors (internal and external), looking after all of their requirements whilst on our premises including organising any ad hoc requests such as photocopying, deliveries, booking taxis, further refreshments
• There will be an element of providing ‘out of hours’ services for events and seminars (hours of work to be agreed with National Estates Manager prior to an event)

• Experience not essential full training will be undertaken for all activities
• Ability to work flexibly covering early morning and evening meetings where necessary
• Excellent personal presentation with a professional and respectful demeanour
• A smart, polished, friendly, helpful, confident and ‘can do’ approach
• Positive attitude with strength of character and determination to succeed
• Ability to maintain high standards and pay close attention to detail, working in a neat, tidy and methodical way
• Ability to identify problems and act on them promptly and efficiently
• Excellent keyboard skills to access/draft e-mails and intranet applications with knowledge of Outlook and Word
• Having confidence in liaising with suppliers and contractors
• Willing to work well alone and with the team within a supportive environment
• Have the ability to work under pressure and meet deadlines, getting things right 
• Have a flexible and pro-active approach to work
• Excellent internal and external client care and communication skills
• Self-confidence and ability to demonstrate initiative
• Ability to grasp things quickly and easily
• Enthusiastic, energetic with a positive, can do attitude
• Ability to adapt to change, new practices and remain calm under pressure and finding solutions aligned with Shoosmiths’ values and culture
• Excellent presentation skills reflected in work
• The ability to support and encourage colleagues particularly when they are under pressure
• Ability to maintain confidentiality at all times

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.