Facilities Assistant

4 days ago


Liverpool, United Kingdom Weightmans Full time

**About your new role**:
The Facilities Assistant is responsible for all front and back of house services including Reception, hospitality, Telephony and Post room.

**Reception and Hospitality**

Ensure the clean and tidy appearance of the reception area at all times (arrangement of chairs, newspapers etc.)
- Forward electronic faxes to recipients within the office following the firms fax policy
- Meet and assist all clients and other visitors - record details of persons visiting

**Responsible for catering and refreshments for various occasions, ranging from**:

- Client/internal meetings
- Client Events
- Staff Parties

**Manage the meeting rooms including**:

- Ensure the meeting rooms are of the highest standards including preparing/clearing the room. Time management is a key skill for the team as meetings/events etc. have to be prepared, delivered and cleared on time set by the organiser
- Notify office manager of any repairs required
- Replenish the fridge located near reception with bottles of water and glasses throughout and at the end of the day
- Set up laptops and webinars as required

**Manage stock control**
- Ensure that there is sufficient supply of all catering items e.g. tea, coffee, sugar, crockery etc. and inform Office Manger if replenishments / replacements are needed

**Telephony**
- Promptly answer and redirect all incoming calls in a polite and friendly manner
- Prepare, maintain and distribute telephone extension lists
- Take messages from incoming callers and ensure message is passed promptly to that person and/or their assistant at the first opportunity
- Adhere to SOP’s

**Post room**:

- Opening, sorting and distributing incoming mail each morning
- Date stamp all mail and cheques before sorting into departments. (we don’t date stamp now with digital mail)
- Scan all incoming post
- Scan and redirect post for other offices following correct procedures
- Record all special and recorded mail - obtain a signature when passing it to the recipient.
- 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
- 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
- Assist with the Stationery ordering and distribution
- Collect outgoing mail from each department, throughout the afternoon and sort mail into royal mail/DX
- 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
- Book couriers, ensuring that the correct nominal codes for the departments are being used

**Other Ad-hoc**
- Archiving
- Perform some legal admin tasks from time to time

This list is not intended to be exhaustive and you will be expected to perform other duties and have other responsibilities that fall within the wider remit of the role.

**About You**:

- 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

**Why work for us**:
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 2021 and achieved record rankings in Chambers UK.

The independent research showed "Weightmans provides exceptional employee conditions, nurtures and develops talent throughout all levels of the organisation."

We are truly committed to fostering a culture of equality and diversity, where everyone in the firm is respected and recognised on merit for the work that they do.

**Work for a firm where people matter - work for Weightmans.**

As well as being immensely proud of the work we carry out for our clients and the culture we provide to our people we offer a wide range of benefits including;
- 28 days’ annual leave plus bank holidays (pro-rated for part time)
- Agile / working from home including provision of home office equipment*
- Healthcare cover/ Medicash
- Pension plan
- Life Insurance 4 x salary
- Interest free travel loan scheme
- Employee Assistance Programme including counselling, legal and consumer advice service
- Discounted gym membership
- Discounted dental scheme
- Cycle to work scheme
- Offers & discounts
- Great reward and recognition scheme
- there are a small number of roles that cannot be performed from home, your Recruitment Advisor can confirm.

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.
- We are open to part time/job share applicants.



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