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Property and Workplace Assistant

3 months ago

Edinburgh Scotland, Scotland, United Kingdom Douglas Scott Legal Recruitment Full time

Property & Workplace Assistant

Edinburgh



A fantastic, top 50 established Edinburgh firm, known to us as a client for many years are keen to add an experienced Property & Workplace Assistant to their already impressive team in Edinburgh.



Based in well-equipped Edinburgh offices in an impressive setting, close to commuter links, the Property & Workplace Assistant will benefit from working with a cohesive team who deliver a high quality of a full range of Reprographics, Property & Workplace duties.


Duties and responsibilities of a Property & Workplace Assistant in Edinburgh:

To produce and finish hard copy documents from a wide range of electronic and physical originals to a high standard in various sizes

Scanning of hard copy originals to store on the document management system or to send electronically as required

Manipulation and distribution of electronic documents using specialised software including OCR, redaction, and splitting files to ready for distribution via various methods

Using bespoke software to create electronic bibles and bundles to be distributed to clients or third parties as required

Use of secure file transfer process to send large electronic files to external recipients

To monitor the workflow and log requests as required whilst negotiating new deadlines or offering alternative solutions as required

Liaise with preferred outsourced service providers to arrange out of hours cover as required

Deal with approved suppliers to ensure stock levels within the department are maintained

Dealing with queries and requests from internal and external clients and visitors at all levels

Assist with incoming and outgoing post, DX and courier deliveries

Support Records Management (archiving) requests and returns as required

Distribute all internal deliveries as required

Issue and delete access cards in line with the firm's procedures

Maintain sufficient stationery stock levels within the office

Support on the set up of meeting rooms including furniture, refreshments, and AV equipment

Identify and report any cleaning or maintenance issues to the firms agreed external providers

To adhere to all firm and departmental policies and procedures

To undertake ad hoc departmental duties from time to time in accordance with departmental and business needs, as identified by the P&W Coordinator or Team Leader



Skills Required for Property & Workplace Assistant in Edinburgh:

Administration experience in a Law Firm (or similar) - (2+ years)

Experience in operating production machine in a Reprographics environment

High level of IT knowledge

Understanding of file structures

IT literate with high level of proficiency in Microsoft Office suite (Excel, PowerPoint, Word, Outlook), Lync - Skype for Business and Microsoft Teams

Multiple priority handling working to conflicting timescales

Excellent organisation and prioritisation skills

Applies knowledge and judgement to solve problems and make decisions

Enthusiastic 'can do' attitude

The firm are offering 25 days holiday plus bank holidays, a bonus scheme of up to 8% and a range of competitive benefits.


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