Facilities Admin Assistant

5 days ago

Chesham, United Kingdom IBB Law Full time

Experience level: Entry Level Term: Permanent Working hours: Full-time Department: Facilities Location: Uxbridge and Chesham
IBB Law is not your usual law firm. We work hard to understand our clients and deliver the best solutions to let them get on with what matters to them most - be that personally or in their businesses. We have one foot in the Thames Valley and the other in the thriving inward investment market of West London. Close to Heathrow, we are perfectly placed to support businesses, both regionally and across the UK. We are a modern law business that is proud of the people we work with - both our clients and our employees. We care about the communities we serve and take time to reach out to those in trouble through our community legal services. We provide expertise in commercial, property and private client law.

**Job Purpose**

To provide high quality Facilities and Administrative support to the firm’s fee-earning and support teams with the Uxbridge and Chesham office. 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 and Office 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
- 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 Experience**
- 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 prioritise and show initiative
- Enjoy interacting within a team environment, but also ability to work alone and at times with little supervision
- Well organised 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

Remuneration
- 26 days’ annual leave (Including day off on your birthday)
- Private medical insurance (personal and family)
- Pension scheme
- Life assurance cover
- Confidential Employee Assistance Programme
- Flexible annual leave benefits scheme
- Legal services (which include a reimbursement for fees incurred during selling or buying a house, up to a maximum of £750, after one year’s service).

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