Facilities Assistant

Weightmans is a Top 45 law firm with offices throughout the UK. Having been recognised as the leading legal employer at the annual Britain's Top Employers awards and achieved record rankings in Chambers UK 2017, we are immensely proud of the work we carry out for our clients and the culture we provide to our people.

Our Project & Facilities team supports both Weightmans' strategic projects and also its central procurement and facilities processes.

·         Ensure the clean and tidy appearance of the reception area at all times (arrangement of chairs, newspapers etc.)

·         Forward electronic faxes to recipients within the office following the firms fax policy

·         Meet and assist all clients and other visitors – record details of persons visiting

·         Set up Lap-top and Lite-pro as and when needed

·         Organise swearing of oaths

·         Responsible for catering and refreshments for various occasions, ranging from:

• Client/internal meetings
• Client events
• Staff parties

·         Responsible for catering for various functions, including:

• Tea, coffee and biscuits
• Lunches (conforming to internal or external standards when selecting the supplier)
• Breakfasts (as above)
• Alcohol and food, equipment hire etc.
• The above functions would usually be at the request of someone within the firm who would outline their requirements or seek advice

·         Manage the meeting rooms including:

• Ensure the meeting rooms are of the highest standards including preparing/clearing the room
• Notify office manager of any repairs required
• Adhere to checklist
• Time management is a key skill for the team as meetings/events etc. have to be prepared, delivered and cleared on time set by the organiser
• Replenish the fridge located near reception with bottles of water and glasses throughout and at the end of the day

·         Manage the dishwashers:

• Load and unload the dishwashers throughout the day as necessary to ensure sufficient clean crockery is available

·         Manage stock control

• Ensure that there is sufficient supply of all catering items e.g. tea, coffee, sugar, crockery etc. and inform Office Manger if replenishments / replacements are needed

·         Manage team records:

• Keep logs of all duties, tea and coffee, lunches etc. which must be entered onto the spreadsheets on the shared drive

·         Assist with distribution of milk to all floors

·         Opening and sorting incoming mail each morning

·         Date stamp all mail and cheques before sorting into departments

·         Distribute mail to relevant departments

·         Record all special and recorded mail – obtain a signature when passing it to the recipient

·         Check all empty envelopes from the morning incoming post before disposal

·         Record all items delivered into the office throughout the day by courier/clients – pass to the recipient promptly and obtain a signature

·         Assist with local hand deliveries

·         Collect outgoing mail from each department, throughout the afternoon and sort mail into royal mail/DX

·         Comply with the firm’s policies including, but not limited to, quality procedures and H&S policies as set out in the office manuals on the intranet

·         Participate in training and appraisal schemes

·         Ensure the confidentiality and security of all firm and clients’ documentation or information

·         Undertaking such other duties as may be allocated from time to time

There is the possibility that members of the team will be asked to cover a different shift or come in early / stay later to cover a meeting or seminar before 8.00am or after 5.30pm.

The responsibilities on this job description are not exhaustive and on occasion there may be ad hoc requests to deal with.

·         Good communication skills

·         Ability to work as part of a team

·         Ability to work to deadlines

·         Strong organisational skills with the ability to prioritise workload

·         Show initiative and be enthusiastic and self motivated

·         Good IT skills

·         Ability to multi-task

Please note:

• Any reference to experience or PQE in our adverts or job descriptions is to be used as a guideline only. We welcome applicants from all backgrounds and with different levels of experience who can demonstrate that they fulfil the requirements of the role.

• The successful candidate appointed to this role will be subject to our standard background checking process, and any offer of employment made is conditional upon successful completion of those checks. Further details can be obtained from the Recruitment team.