Facilities and Events Assistant

About The Role

Our Facilities Management team has a new opportunity for a Front of House and Events Assistant to join the team. This role is crucial to ensuring that events and daily front of house operations run smoothly within the firm, providing support for internal and external events in our Bristol Office, supporting front of house operations, and assisting with a variety of facilities-related tasks. This is a dynamic role that requires excellent communication skills, flexibility, and attention to detail, as it involves a mix of events coordination, hospitality duties, reception support and facilities administration.

The role is 7.5 hours per day typically with a start time of 9.30am, however, you will need to be flexible with starting times depending on any after-hours events. There tends to be one after-hours event per week which runs between 5:30pm and 9:30pm however, this may vary depending on business needs.

Day to day, you\’ll be successful in this role by:

The responsibilities are wide ranging duties within the Bristol location:

Front of House and Reception

• Meet and Greet: Welcome visitors, ensuring they feel comfortable and attended.
• Visitor Registration: Register visitors upon arrival, providing them with the correct lanyards and access passes, ensuring compliance with security protocols.
• Telephone and Switchboard Duties: Promptly and professionally answer incoming calls, passing on accurate message where required.
• Reception Duties: Assist with any other reception-related duties as required, always maintaining a professional front of house presence.

Events

• Provide support for events scheduled during standard office hours, with occasional requirements to assist with events outside of these hours. Flexibility in working hours will be available to accommodate these needs.
• Post-Event Support: Assist with event clearing and returning rooms to their original state.
• Room and Hospitality Bookings: Manage room reservations and hospitality requests, coordinating with internal and external stakeholders.
• General Health & Safety: Act as a designated Fire Warden and First aider at out of hours events (training provided) ensuring compliance with health and safety regulations.

Facilities Support

• Stock Management: Assist with ordering and maintaining stock for kitchens and other common areas.
• Deliveries: Follow procedures for logging incoming deliveries, ensuring they are directed to the appropriate teams.
• Starter and Leaver Administration: Introducing new starters to our Bristol office, including Health and Safety walk arounds, supplying or removing access passes in compliance with our CW policies and procedures.
• Ad Hoc Administration: Provide administrative support to the facilities team, which may include tasks such as scanning, printing, and processing reprographic work for fee earners.
• Security Compliance: Adhere to the firm’s physical security policy, ensuring that visitors and staff comply with established protocols.

General Responsibilities

• Flexibility: Be prepared to adapt to different working scenarios, including working outside normal office hours when required for events.
• Communication: Liaise and communicate effectively with stakeholders, including internal departments, external vendors and visitors.
• Record-Keeping: Accurately record visitor, event, and facilities-related information on the firm’s systems.

Other Duties: Perform any additional tasks as required by the Facilities Office Manager or wider team, contributing to the smooth running of the Bristol office.

The role is right for you if you can demonstrate the following:

You should be proactive and flexible in working both individually and as part of a team, with the ability to use initiative and prioritise a number of different projects effectively with an enthusiastic approach.

As part of the Facilities Team you will need brilliant attention to detail and have health and safety at the forefront of your mind, working to health and safety guidelines.

Communication will be one of your strong points and you will be enthusiastic about delivering an excellent service, as well as a keen eye for attention to detail.

We expect you to be able to use your initiative, and be a forward-planner, anticipating your colleagues needs in advance wherever possible.

You will have good knowledge or Microsoft Word, Excel and Adobe Reader as well as basic IT skills in order to navigate yourself around our document management system.

About Us Who We Are

You’ll be joining a national law firm that enjoys a strong reputation, made possible by our exceptional people each chosen for their industry knowledge and passion for their field. We want to help you to reach your full potential, love the work you do and deliver the best results for your clients. Its our goal to make you feel great about working with us, and we work hard to cultivate a culture that makes it easy for you to stay with us for many years.

What We Can Offer You

A career at Clarke Willmott will feel different to other law firms. We thrive on our individual differences and diversity because as a team, we are united by our shared values and mutual respect. Working with us you will feel empowered, valued and free to be yourself in a safe and supportive environment.

Our mission is to help you realise your full potential whilst maintaining a positive work-life balance. We provide a comprehensive learning and development programme and a range of wellbeing initiatives to support your career journey.

Theres no doubt we expect the best from our people and even the occasional extra mile. In return, your dedication and commitment to the continued success of the firm will be rewarded with a comprehensive range of flexible benefits.