Reception/estates Assistant

2 weeks ago

Manchester, United Kingdom Shoosmiths Full time

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.
- The teamEstates 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.

Shoosmiths is committed to protecting the environment by demonstrating high standards of environmental responsibility in all our operations and minimising the environmental impacts associated with our activities, products and services. We have set a goal for our operations to achieve net zero status by 2025 and for our entire business to reach net zero by 2040 which will only be achieved with the support of all our employees. Our Estates Management team play an integral part of achieving these goals by being responsible for Shoosmiths’ property strategy, space management and contract management.
- The roleTo provide exceptional customer service and foster excellent working relationships with external clients and internal clients/contacts providing a first-class level of service to everyone, showing professionalism and displaying a friendly, helpful disposition both locally and across the firm.

There are two elements to the role with both the External and Internal roles being a combined role
- **Receptionist**

Delivering services to our external clients via Reception within the Client Suite and covering Estates Tasks.

**Estates Assistant**

Working within the Print & Post Room and Archiving & Deeds delivering services to our internal clients.
- Main responsibilities**Client Suite**
- Working as part of a team to co-ordinate front of house services
- Professionally and promptly meeting and greeting all clients and visitors including internal clients/visitors from other offices
- Working with PAs and Legal Advisers to support and understand their requirements, asking questions to ensure all requirements are covered and understood (such as numbers of attendees, catering requirements, audio visual aids, room set up style, name badges, hand-outs/paperwork)
- Answering of all incoming calls within 3 rings, transferring calls, dealing within incoming calls as appropriate and forwarding on all incoming electronic faxes promptly
- Managing and co-ordinating all client hospitality and client catering for all types of events which can include early morning breakfast seminars, client and staff lunches and evening events
- Setting up and preparing the meeting rooms in advance of any meetings or events taking place to ensure all audio visual equipment, furniture requirements and catering is in place, ready and refreshed throughout the event where appropriate
- Meet and greet clients and visitors (internal and external), looking after all of their requirements whilst on our premises including organising any ad hoc requests such as photocopying, deliveries, booking taxis, further refreshments
- Organising refreshments, equipment (laptop, flipcharts etc) and ordering breakfast/lunch etc as is required by the client/internal client
- Building relationships with local caterers and keeping abreast of other local caterers and the choices they offer so as to always ensure we are able to offer our clients a variety of price options and menu choices with food being delivered set at the very highest standard
- Managing the car parking spaces on a weekly basis for both internal and external clients, highlighting any problems/abuse of the use of car parking to the HR & Estates Manager immediately
- Keeping a check on stock levels and ordering as and when required via Sainsburys or similar
- There will be an element of providing ‘out of hours’ services for events and seminars (hours of work to be agreed with HR & Estates Manager prior to an event)
- Ensuring completion of the handover book, creating handover holiday notes etc., to ensure continuity of service

**Estates**
- Working as part of a team to co-ordinate estates administration and H&S tasks
- Scanning correspondence to macroview
- Completing administrative tasks and maintaining monthly and annual spreadsheets
- Ordering supplies for the office (e.g. stationery, DSE equipment, first aid supplies)
- Maintaining cleanliness and stock levels within the staff kitchen
- Generally assist with keeping the office neat and tidy.
- Opening, date stamping and sorting of incoming m

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