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Office Services and Property Assistant

2 months ago

Edinburgh, Edinburgh, United Kingdom DLA Piper Full time
Position Overview

We are seeking a dedicated Facilities and Property Support Specialist to become a vital part of our Property & Workplace team.

This position entails providing essential support to all personnel within the office, ensuring that all services operate seamlessly to fulfill business requirements while upholding the professional reputation of the firm.

The DLA Piper Property & Workplace division is responsible for managing office facilities and services, which include but are not limited to property management, maintenance, storage solutions, mail handling, logistics, catering, reception services, security, cleaning, hospitality, meeting room coordination, and compliance with health and safety regulations.

Key Responsibilities

  • Engage with colleagues, customers, and clients in a courteous and professional manner.
  • Coordinate service bookings through established procedures and documentation.
  • Maintain a professional interface with clients and customers.
  • Ensure cleanliness and organization in all areas managed by the Property & Workplace team.
  • Provide necessary assistance to support the business operations.

Mailroom Duties

  • Sort and distribute incoming and internal mail promptly and accurately as per the timelines set by the Property & Workplace Team Leader.
  • Prepare external mail for collection, ensuring proper sorting and labeling.
  • Address inquiries in an informative and polite manner.
  • Arrange outgoing courier services and ensure timely collections, as well as manage incoming courier deliveries.
  • Maintain clear office spaces by disposing of rubbish and obstructions, adhering to Health and Safety Policies.
  • Manage the ordering and delivery of files and documents.
  • Assist with travel inquiries and deliver travel documents to staff.
  • Facilitate safe movement of items within or between offices in accordance with manual handling policies.
  • Maintain adequate stationery supplies as agreed with the Property & Workplace Team Leader.
  • Ensure all responsibilities of the Property & Workplace department are executed to a high standard.
  • Complete any reasonable tasks as required.

Service Support Responsibilities

  • Provide porterage and other necessary support services.
  • Manage tasks from initial request through to resolution.
  • Respond to all requests in a helpful and professional manner.
  • Take ownership of actions and ensure clear communication with the Property & Workplace Team Leader and clients.
  • Ensure compliance with service agreements.
  • Offer feedback and suggestions for service improvements to the Property & Workplace Team Leader.
  • Collaborate with the Property & Workplace Team Leader on building projects and internal relocations.
  • Ensure adherence to Health and Safety regulations and statutory requirements.

Candidate Profile

  • Demonstrates professionalism and courtesy when interacting with clients, customers, and colleagues.
  • Exhibits excellent communication skills.
  • Shows initiative and flexibility in delivering Property & Workplace services.
  • Works collaboratively within the Property & Workplace team.
  • Takes responsibility for actions and tasks.
  • Responds positively to instructions and maintains professionalism under pressure.
  • Adheres to Health and Safety regulations and the firm's policies.

About DLA Piper
DLA Piper is a leading global law firm with a presence in over 40 countries, providing comprehensive legal services to a diverse range of clients, including multinational corporations and government entities. We are committed to delivering exceptional service and innovative legal solutions that empower our clients to succeed.

Our Commitment to Diversity and Inclusion
At DLA Piper, we believe in the power of diversity and inclusion. We strive to create an environment where every individual can contribute their unique perspectives and talents, enhancing our ability to serve our clients and communities effectively.

Flexible Working Arrangements
We recognize the importance of work-life balance and are open to discussing flexible working arrangements to support our employees' diverse needs.