Facilities Assistant

2 weeks ago

Manchester, United Kingdom Mills & Reeve LLP Full time

**Location**:
Manchester

**Office**:
Manchester

**Discipline**:
Facilities

**Contact name**:
Ben Porter

**Contact phone**:
07587481088

**Vacancy reference**:
020409

**Closing date**:
31 March 2023

**A full time, permanent role based in our Manchester office**

**Purpose of the role**

Reporting to the Facilities Manager, this is a key role within the facilities team to ensure the successful day to day running of our Manchester office. You will have the opportunity to work with a range of stakeholders on a variety of challenges, whilst also having access to excellent learning and development opportunities. You will be an integral member of the facilities team and take responsibility for all questions and queries ensuring that staff and partners have access to a comprehensive and high-quality facilities service which provides outstanding customer service to both internal and external clients.

**Main responsibilities**
- Undertake reprographic duties to the highest standard (e.g., photocopying and scanning post/documents/files, printing from online data rooms, creating USB Data Sticks and collating/binding documents for bundles)
- Ensure the reception desk is staffed appropriately for the day’s requirements. Welcome visitors to the office in a polite and professional manner. Liaise with fee earners and executive assistants to ensure that visitors are not kept waiting. Order catering from our external provider for meetings, book taxis if required, regular meeting room checks to ensure they are well always presented and ready for us
- Management of 5 meeting rooms (using Outlook), rearrangement of tables & chairs, AV / IT equipment set up and trouble-shooting, making refreshments, room clearance and cleaning after each meeting
- Replenish, clean and maintain coffee machine in staff kitchen. Order office refreshments from our nominated supplier ensuring stock levels are maintained within agreed budgets. Liaise with external caterers to supply food for our client meetings ensure relevant cost codes have been obtained
- This role includes management of bookings, troubleshooting any issues, adding new starters and generally supporting agile working in the office
- Work with the Facilities Management team and other service lines to ensure compliance with the firm’s clear desk policy, undertaking regular desk and key safe audits to ensure compliance with our ISO27001 accreditation
- Conduct daily office inspections to ensure all desks and equipment are in full working order and there are no health, safety or building management issues. Any issues identified reported to the relevant person in a timely manner
- Ensure photocopiers are in full working order and fully stocked with paper, toner and all faults are reported. Liaise with engineers or IT team as appropriate
- On occasion you may be asked to assist with office moves. These are occasionally done out of hours and in support of an external professional move team. Tasks can include packing and unpacking cupboards, minor desk furniture assembly and liaising with contractors
- Ensure that there is an adequate stock in each of the stationery hubs, ordering from our supplier and staying within agreed budgets
- 1 Circle Square is a multi-tenanted building so maintenance requirements will be managed by us (via a third party) and some by the building management company. Liaison will be needed with both groups to ensure all issues are addressed and repairs carried out in a timely manner
- It may be necessary on occasion to work over and outside your normal hours to cover colleagues in periods of absence, both planned and unplanned
- The firm holds a number of professional accreditations that require regular audits to ensure all offices are compliant and we do this by regularly auditing our processes, procedures, and documenting this for the auditors
- Provide assistance to other business support functions which are not based in this office (IT, HR, Finance or Marketing) if requested. Assist line manager in additional tasks appropriate to the role as required
- Boxing up files, recording file movements on archive database, dealing with archive requests, file audits and assisting the file & deeds co-ordinator as necessary

**Key Skills & Experience**
- Excellent communication skills, both written and verbal
- Outstanding customer service skills
- A high level of attention to detail
- The ability to prioritise workload in an agile environment

**The Mills & Reeve business services career structure**

We have a firm wide business services career structure and a published career progression framework. Within the firm wide career structure there are five career levels. For the purposes of the framework, this role is at an Assistant level and the role profile that details the outcomes and activities expected across the firm is included with this job description. Further information on the firm’s business services career structure will be available as part of the int

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