Facilities Assistant Westgate Point
1d ago

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 2019, we are immensely proud of the work we carry out for our clients and the culture we provide to our people.

The Department

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

The role

Main duties and responsibilities :

Reception responsibilities, post room duties and archiving duties.

  • 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
  • Bulk copying Ensure you understand what is required number of copies / double sided / colour and return by agreed deadline.
  • Binding check what size and type of binding comb is required; cover sheet and back card required. Return by agreed deadline
  • All documents copy or bound should be completed to the same consistency for the agreed deadlines.
  • Cover front of house as and when required
  • Assist with the Stationery ordering and distribution
  • Stationery, checking stock levels in the stationery cupboards and back room. Ordering online and shifting stock
  • Collect outgoing mail from each department, throughout the afternoon and sort mail into royal mail / DX
  • Comply with the practice’s policies including, but not limited to, quality procedures and H&S policies as set out in the office manuals on the intranet.
  • Archiving
  • Ensure the confidentiality and security of all practice and clients’ documentation or information.
  • Undertaking such other duties as may be allocated from time to time
  • Meeting room duties :

  • Preparing / clearing meeting rooms
  • Notify maintenance of any repairs required
  • Adhere to the checklist / SOPS to ensure the room is presented to the highest quality
  • Ensure all equipment is in full working order
  • Set up laptop and lite-pro as and when needed
  • Responsible for catering and refreshments for various meetings, ranging from 2 people to seminars for 90
  • Serving / delivering tea, coffee, water and biscuits to relevant rooms
  • Serving / delivering lunches (conforming to internal or external requirements when selecting catering needs)
  • Serving / delivering breakfasts (as above)
  • Load and unload the dishwashers throughout the day as necessary to ensure sufficient clean crockery is available
  • The above functions would usually be at the request of someone within the firm who would outline their requirements.

    Administration duties :

  • Keep logs of all duties, tea and coffee, lunches etc. which must be entered onto the spreadsheets on the shared drive
  • The team may be asked by the Team Manager to carry out ad hoc requests and will be expected to accommodate these requests when asked.

    The person specification

  • Friendly and approachable
  • Team player
  • Ability to work in a fast paced environment
  • Good communication skills
  • Well organised with an ability to prioritise tasks
  • Good time management
  • 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.

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