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Reception/estates Assistant

2 weeks ago

Birmingham, 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. At a corporate level, it contributes to the delivery of strategic and operational objectives. On a day-to day level, effective estates management provides a safe and efficient working environment, which is essential to the performance of any business - whatever its size and scope. Responsibilities of this team include property strategy, space management and communications infrastructure to building maintenance, administration and contract management.
- The roleWe require a Receptionist / Estates Assistant whose primary role will be Front of House, fostering good working relationships within the office and to provide a first-class service to all external and internal clients, showing professionalism and displaying a friendly disposition.

The secondary role will be assisting with the rest of Estates Management, including all work in the Reprographics room.

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 Manager and the team to ensure all hours are covered).

You may be required to go to another office on occasion.

Due to the sensitive nature of our business it is imperative that confidentiality is always adhered to.
- Main responsibilities**Front of House**
- Professionally welcoming all clients, external and internal visitors from other offices.
- Ensuring the entire client suite, including rooms, client lounge area, front desk and admin room are always completely clear of any clutter and kept neat and tidy.
- 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)
- Managing and co-ordinating the electronic meeting room booking system for all meeting rooms and spaces
- New starter inductions and Health and Safety tours. Inputting visitor information into the Landlord booking system
- Booking taxis
- Managing and co-ordinating all client hospitality and catering for all types of events
- Setting up and preparing meeting rooms and client spaces audio visual equipment, furniture requirements and catering is in place and ready and refreshed as required by the meeting/event host. Assisting the Hospitality Team as necessary.
- Answering the telephone on Reception and dealing with incoming queries
- Reconcile and process the reception invoices for Manager approval
- Arranging conference calls, video conference calls and taxi bookings
- Arranging catering supplies where required for events and meetings as required
- Checking stocks and catering supplies and refilling/ordering replenishments where necessary.
- Use Outlook diary to share communications via the event functions where required
- Conducting DSE assessments for new starters, pregnancies, office moves, and any other staff related changes as and when required.
- Produce holiday handover holiday notes to ensure continuity of service.

**Reprographics**
- Assisting with requests from our internal clients
- Printing of large-scale plans and folding them in line with departmental standards
- Scanning and reproduction of large complex files
- Liaising with Estates team Leader or Regional Manager to determine outsource projects if required
- Archiving, including deeds
- Collating and copying of documents
- Document binding

**General**
- Understand and demonstrate Shoosmiths values and culture
- Must be able to work with a team with a positive attitude
- Ability to take direction and instruction
- Accuracy in all areas of work with attention to detail under pressure and timescales
- Self-confidence and ability to demonstrate initiative
- Ability to identify problems and act on them promptly and efficiently
- Provide a high-quality service for both external and other Shoosmiths employees
- Accurate keyboard skills, using outlook, word, excel