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Facilities Assistant

4 months ago

Southampton, United Kingdom Blake Morgan Full time

Location- Southampton- Discipline:
- Business Support- Salary:
- £Competitive- Contact name:
- Rob Brown- Job ref:
- 003842We are looking for a Facilities / Front of House Assistant in our Southampton office. The role requires an experienced professional with strong client focus who will be responsible for all client areas within the building as well as the total care of clients in person and on the telephone.

**Typical Workload**
- Administrative duties including opening and scanning morning post to Fee Earners, preparing post for collection by the Royal Mail and DX
- General administrative tasks - photocopying, scanning, stationery stocks, assisting with moving conference suite rooms around
- Assisting Front of House - providing cover for Reception/Switchboard/Conference Suite when necessary
- Occasionally there will be a requirement to work early mornings and late evenings

**Key duties will include**:

- To assist in the handling of both Royal Mail and DX mail
- Ensures incoming post is opened, stamped and scanned to the correct member of staff
- Ensures outgoing mail is complete and ready by the required deadline
- Deals with unclaimed/unidentified mail
- To assist with general admin duties
- Photocopying, ensuring attention to detail and accuracy whilst meeting deadlines
- Maintains stationery and print stocks by ordering weekly/as and when required from our core list, and ensures stock is kept at agreed levels centrally and on the floors.
- Minor maintenance of photocopiers (eg resolving paper jams, replacing toner cartridges etc)
- To assist with Facilities management tasks
- Moving furniture and equipment around the offices, including assisting in the preparation of meeting rooms
- Small DIY tasks which can include repairs and installation of fixtures/fittings
- Ensure that the building is kept clean and tidy at all times and any H&S hazards are escalated and/or deal with.
- Prepare Workstations for starters and equipment removal for leavers
- Liaise with contractors, suppliers and engineers in relation to ad hoc repairs and planned maintenance works
- Retrieval and Archiving of Files
- Check Archiving items received from Restore against work order and identify and notify Archives Team of any not received
- Distribute deeds/files that have been retrieved
- Pass Restore work orders to Archives Team for filing
- To assist with Front of House on both Reception and Conference Suite
- taking incoming calls and providing assistance
- booking conference rooms for use as and when required
- arranging taxis and courier services as necessary
- To carry out other ad hoc duties as required from time to time

**Skills / Experience Required**
- Experience in a Front of House / Client Facing / Reception position
- Positive, enthusiastic and reactive approach
- Client focused
- Ability to deal with facilities issues
- Good communication skills
- Keyboard skills
- Attention to detail
- Manual Handling
- Willing to learn and develop
- Dedication, determination and loyalty to colleagues, clients and communities
- Collegiate and team-playing approach
- Excellent client care skills
- Committed to rigour around treating all clients fairly
- Focused on attributing dedication, determination and loyalty to colleagues, clients and communities
- Understands and complies with Information Security responsibilities commensurate with this advertised role including Data Protection and the duty of confidentiality

Blake Morgan is committed to adopting Smart Working practices, where appropriate in the context of business needs, and empowering employees to maximise their performance. Whilst we strive to ensure consistency of approach across the firm, there will inevitably be some differences in working practices across our business groups and business support functions. We consider each member of staff's personal preferences, working styles and development needs when deciding the best arrangements to suit our clients and colleagues. A Guide to getting the most out of Smart Working Policy is available for our employees. You will be a core part of the team and able to access the technology, support, training and resources you require.

Blake Morgan is one of the UK's leading full service law firms, with offices in London, Wales, Thames Valley and the South Coast region. We provide our clients with practical and straightforward legal advice whatever their regional, national and international requirements. Our clients are commercial businesses, not-for-profit organisations, government agencies and private individuals.

Our business groups are:
Banking and Finance

Business Support Services

Commercial and Charities

Commercial Litigation

Commercial Recoveries and Travel

Construction

Corporate

Employment, Pensions, Benefits & Immigration

Private Client

Property Services

Regulatory

Our office locations and details of how to reach them are found here.

**How to Apply**

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