Facilities Assistant

Job Introduction
This role is part of the Facilities Management team working closely with all areas of the Firm.

The Facilities Management team are responsible for providing a safe and comfortable working environment. Including the secure storage and retrieval of all hard copy files; management and delivery of the client conference suites and switchboard services; providing reprographics support for large volume and specialist printing and scanning; processing and distribution of all incoming and outgoing deliveries; relocation planning, design and fit out logistics; security; building maintenance and working with the landlord to ensure their services support our business operations.

Main Responsibilities
**Office support**
- Ensure all service areas are kept clean, tidy and well stocked. Ordering and replenishment of stationery as required.
- Replacement of toners for printers and scanners for all floors and ensure paper levels are kept replenished.
- Receive and distribute faxes.
- Undertake regular health, safety and security audits.
- Support the Finance team with the retrieval of printed cheques from the cheque machine and delivery to the appropriate Fee Earner as required.
- Support office moves, fit outs and equipment relocations (occasional out of hours work may be required).
- Dealing with physical tasks such as collecting and moving files/boxes.
- Maintain security arrangements around the office including regular key audits.
- Delivering Court Papers to the Law Courts as and when required.

**Post**
- Undertake the processing of all external mail and provide an efficient and prompt post-delivery and collection service to all TLT employees at designated times as required.
- Open and distribute the incoming post and DX deliveries to relevant recipients. To include both hard copy and digital scanning as required.
- Process incoming and outgoing recorded and special deliveries ensuring there is an audit trail to be able to track their whereabouts should it be needed.
- Collect and deliver courier deliveries from the specified area. Record, deliver and obtain a signature as required.
- Prepare for collection and receive incoming courier deliveries including liaison with courier operatives. Record, deliver and obtain proof of collection/delivery as required.
- Undertake hand deliveries out of the office as required.

**Reprographics**
- Undertake all aspects of reprographics support including photocopying, printing, scanning, laminating and binding. Including assisting with the production/copying of Court bundles and marketing materials.
- Undertake effective quality assurance checks.

**Archives**
- Liaise with storage providers for arranging the safe storage and retrieval of all client files and archived documents using the appropriate software packages.
- Create new deeds packets and entering all details onto the Archives system.
- Maintain accurate records of all archived documents.
- Assist with file destruction in accordance with the Firms' procedures and policies.
- Assist with the moving of archive boxes, preparing files for collection and liaising with the storage provider ensuring a full audit trail is left when archiving to allow future file recalls with ease.

Our employees are talented people, distinguished by technical excellence, with a willingness to embrace team working and a passion for client service. You will be able to demonstrate a similar supportive, flexible and driven ethos and will have accumulated the following experience and skills:

- General office administration skills ideally in a Facilities related environment.
- Archiving experience ideally within a Law firm or similar business.
- Ability to work to strict time deadlines, good time keeping and punctuality.
- Accuracy and attention to detail.
- Self-motivated and able to organise and prioritise own work and manage conflicting deadlines.
- Flexible approach with capacity to take on a variety of tasks working across all aspects of Facilities.
- Manual handling skills to be able to lift heavy loads (up to 20 Kg).
- Ability to maintain confidentiality at all times.
- Common sense approach to problem solving.
- Strong IT skills with knowledge of Outlook, Word and Excel is essential.
- Health & Safety and risk assessment experience desirable.

About The Firm
We’re an ambitious UK law firm built around the needs of our high profile clients. With over 1000 employees and 100 partners across our six UK offices, we’ve grown considerably in the last three years - and so have our revenues. Open-minded? Definitively. Forward-focused? Absolutely. An energetic firm with an entrepreneurial, collaborative culture, we’re always looking to recruit highly talented individuals with the drive to succeed. So if you’re dynamic, determined and looking for a firm where you can develop your skills, join us and we’ll give you everything you need to thrive.

Package
We value our employees highly and we want you to feel valued. You will