Estates Assistant/Receptionist

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.

This is a role with dual responsibilities as a member of our estates team in our Solent office in Whiteley. Monday and Tuesday you will be primarily on the reception desk, greeting clients and helping set up and turn around meeting rooms and Wednesday, Thursday and Friday will be in the back office estates team assisting with post, printing, copying and all other tasks to ensure the office is supported. You are to foster good working relationships within the office and to provide a first class service to all external and internal clients, showing professionalism and displaying a friendly disposition at all times. 

Reception duties

• Working as part of a team in the front and back of house to ensure clients needs are always met.
• Professionally and promptly, meeting, greeting and signing in all of the Firm’s clients, any visitors and any internal visitors from other offices.
• Ensuring front of house, including all meeting rooms and boardrooms, together with the client lounge area, front desk and admin room are completely clear of any clutter and kept neat and tidy at all times.
• Assisting with booking rooms for meetings and events.
• Working with the PA’s and Legal Advisers to support and understand their requirements, asking questions to ensure all requirements are covered and understood (such as, numbers of attendees for events, numbers of internal and external visitors, catering requirements, refreshments, duration of meetings, meeting room set up and IT equipment, name badges and handout notes/paperwork)
• Setting up, preparing and clearing the meetings rooms, boardrooms, seminar suite and training room in advance of any meetings or events taking place to ensure all audio-visual equipment, furniture requirements and catering is in place and ready and refreshed as required by the meeting/event host.
• Dealing with incoming email requests and meeting room requests and ensuring these are checked and processed throughout the day on a regular basis and in a timely manner.
• Conduct daily monitoring checks of the client suite to ensure all areas are ready for use at any time and dealing with or reporting any issues to the Estates Team Leader.
• Responding to internal personnel change notifications and ensuring all actions are diarised and carried out in advance of the changes/staff arrivals.
• Provide a concierge service, arranging telephone conference calls, video conference calls and taxi bookings.
• Checking stocks and catering supplies and refilling/ordering replenishments where necessary.

Estates Duties

• Manual Handling to move files and boxes daily and occasionally assist with furniture.
• Dealing and preparation of all incoming & outgoing postal services
• 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
• Other duties as reasonably requested from time to time.

• IT literate with experience of using Microsoft Word, Excel and the internet
• Ability to prioritise, problem solve, be organised and efficient
• Previous receptionist or customer service experience, ideally within legal
• Provide a high-quality client service at all times with a positive, can do, calm and confident attitude
• Ability to work flexibly, covering early morning and evening meetings where necessary
• Sufficient and accurate keyboard skills, using outlook, word, excel
• Confident in setting up audio visual equipment and troubleshooting during client meetings from time to time
• Excellent personal presentation with a professional and respectful demeanour
• Attention to detail with and a neat and tidy approach to working practices
• A polished, friendly and helpful approach to dealing with any problems that may arise
• Confident when dealing with suppliers and service engineers
• Organised. Paying close attention to detail and tidy approach to work
• Willing to work well alone and within the team, with a supportive approach
• Self-confidence and ability to demonstrate initiative
• Enthusiastic, energetic with a positive, can do attitude
• Ability to adapt to change, new practices and remain calm under pressure and find solutions, aligned with Shoosmiths values and culture
• A methodical and organised approach with keen attention paid to every detail
• The ability to support and encourage colleagues particularly when they are under pressure
• Excellent communication skills
• Due to the sensitive nature of our business, it is imperative that confidentiality is adhered to 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.