Facilities Assistant

6 months ago

Uxbridge, United Kingdom IBB Law Full time

Term: Permanent Working hours: Full-time Department: Facilities Location: Uxbridge
IBB offers all its staff exceptional opportunities in an exciting and supportive working environment. Our culture encourages our individuals to develop expertise and eminence in their own professional area. To do this requires the hard work and dedication of leading individuals throughout our Business Support teams.

As West London’s leading law firm, IBB enjoys a reputation for representing significant clients in complex legal matters. We are always looking for talented individuals with the ability, integrity, and initiative necessary to maintain these qualities and to ensure that our firm continues to be a stimulating and rewarding place to work.

**What we look for**

As a growing firm, we recruit professional business support staff at all levels. We look for individuals who
- flourish in a challenging professional environment
- actively seek to add value in all that they do
- are eager to work hard, learn new skills and take ownership of their career
- embrace the ethos of IBB and share our core values
- have a record of academic excellence and personal achievement
- are excited about the prospect of being a part of IBB

We value the skills, knowledge, expertise and relationships that quality individuals bring to the firm. At the same time, we are sensitive to the challenges involved in making a transition to a new firm, and we therefore invest considerable time and resources to facilitate your integration in to the firm.

To provide high quality Facilities and Administrative support to the firm’s fee-earning and support teams with the Uxbridge and support for all IBB Law offices. Providing day to day assistance and cover as and when required on either site.

Key Responsibilities
- To complete the full range of Facilities & Administration tasks associated with the day to day running of a business with multiple offices.
- Help develop, implement, maintain and improving Facilities services.
- Support the Facilities coordinator and Facilities Manager with the delivery of Facilities Management projects.
- Encourage and monitor compliance with health and safety and other legislation and organisational policies and procedures.
- Responsibility for Front of House service delivery including, but not limited to answering telephone calls (internal and external), hospitality and meeting and greeting of clients and visitors to the building.
- Setting up and maintenance of clean, clutter free Reception and meeting rooms and carrying out checks to ensure all areas have been cleaned, tidied and stationery fully stocked.
- Responding to helpdesk requests
- Collection and delivery of DX from host.
- Opening and distribution of Mail
- Dealing with the outgoing post including uploading information using the online account with Royal Mail.
- Assisting with Health & Safety Coordination
- Porterage
- Ordering stationery and other office supplies
- Daily walk rounds of the Uxbridge office identifying any Health and Safety concerns or building fabric issues.
- Reconciling delivery notes and invoices
- Ordering couriers and liaising with the teams on progress of delivery.

Person Specification
**Qualifications**
- GCSE passes (or equivalent) in English and Mathematics

**Skills and Experiences**
- Good communication (written and verbal) skills.
- Good customer service skills.
- Confident, polite, and calm manner when dealing with people over the telephone and face to face
- Ability to prioritize and show initiative.
- Enjoy interacting within a team environment, but also ability to work alone and at times with little supervision.
- Well organized and able to work to deadlines.
- Ability to demonstrate a commercial awareness and professionalism at all times.
- Computer literate with Microsoft Word, Outlook, and Excel skills
- Strong numeracy skills

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