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Receptionist/estates Assistant

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Leeds, 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 internal clients and external clients, providing a first-class level of service to everyone, showing professionalism and displaying a friendly, helpful disposition both locally and across the firm.
- Main responsibilities- Professionally and promptly meeting, greeting and signing in all of the Firm’s clients, any visitors and any internal visitors from other offices.
- Ensuring front of house, including all meeting rooms and boardrooms, together with the client lounge area, front desk and admin room are completely clear of any clutter and kept neat and tidy at all times.
- Booking rooms for meetings and events.
- Working with the PA’s and Legal Advisers to support and understand their requirements, asking questions to ensure all requirements are covered and understood (such as, numbers of attendees for events, numbers of internal and external visitors, catering requirements, refreshments, duration of meetings, meeting room set up and IT equipment, name badges and handout notes/paperwork)
- Setting up, preparing and clearing the meetings rooms in advance of any meetings or events taking place to ensure all audio-visual equipment, furniture requirements and catering is in place and ready and refreshed as required by the meeting/event host.
- Answering the telephone on Reception within 3 rings and providing a switchboard service to the office transferring calls and dealing with incoming queries.
- Conduct daily monitoring checks of the client suite to ensure all areas are ready for use at any time and dealing with or reporting any issues to the Estates Team Leader.
- There will be a requirement to provide an out of hour’s service for events and seminars. (hours of work to be agreed prior to events with the Estates Team Leader and the team to ensure all hours are covered).
- Reconcile and process the office invoices for Estates Team Leaders approval.
- Responding to internal personnel change notifications and ensuring all actions are diarised and carried out in advance of the changes/staff arrivals.
- Provide a concierge service, arranging telephone conference calls, video conference calls and taxi bookings.
- Checking stocks and catering supplies and refilling/ordering replenishments where necessary.
- Identifying any problems and acting on them promptly and efficiently raising points with the Estates Manager if necessary.
- Opening, date stamping and sorting of incoming mail and managing the miscellaneous post process
- Liaising with couriers and post/delivery personnel where necessary
- Sorting outgoing post into DX, Royal Mail, Special Delivery etc., and ensuring the post is ready for collection at the allocated times
- Assisting internal clients with general print and post enquiries
- Photocopying and binding documents as required
- Ensuring all office areas are kept neat and tidy at all times
- Restocking printers, photocopiers etc, on a daily basis on all floors
- Provide cover for members of the Estates Team and working as part of a team to co-ordinate estates administration and H&S tasks
- Ordering supplies for the office (e.g. stationery, DSE equipment, first aid supplies)
- Manage incoming and outgoing deeds which involves the transportation of deeds/boxes within the office keeping within the guidelines of health and safety
- Administration of computerised deeds system
- Skills and qualifications- Ability t