Facilities Assistant

Shepherd and Wedderburn are currently recruiting for a Facilities Assistant to join our Facilities team based at our London office. Duties include assisting the Facilities Team Leader (FTL) with the everyday facilities and operations within the office, whilst also focusing time on providing print and mail room support, day-to-day onsite facilities support to staff/contractors/visitors, document management and reception/meeting room duties.

As a key member of the Management Services Team, the Facilities Assistant will be required to undertake work assigned from across the company and will have daily interactions with colleagues of all levels across each of our offices. This job description is not exhaustive, and the post holder may be required to undertake additional duties from time to time to assist with the smooth running of the Facilities Services.

The role

• Print and Mail Functions
  • Ensure photocopiers are checked regularly and supplies are ordered. Resolve and sort minor faults and jams, calling out engineers as required.
  • Process photocopying from the “In-tray” ensuring instructions are followed, recorded accordingly and then delivered within the set deadline.
  • Process and complete reprographic work requested via the request function.
  • Collect incoming and internal mail throughout the office and distribute as required.
  • Prepare mail for despatch, checking that the enclosures are included and that the relevant tracking documents are updated accordingly.
  • Ensure overnight couriers are booked and collected on-time to ensure delivery the following day.
  • Arrange for copying to be carried out externally as and when required.
  • Bind documents as instructed.
  • Receive and scan all incoming mail to relevant fee-earners before distributing accordingly.
  • Maintain the stationery cupboards and ensure orders are placed on a weekly basis.
  • Ensure the binding machines are kept in good condition and maintenance visits are booked as required.
  • Ensure the print room is kept tidy and left in a suitable manner every evening.
• Document Management
  • Complete all new submission requests relating to the London office.
  • Ensure all retrievals are processed and ordered on time.
  • Arrange collections with Restore as and when necessary.
  • Maintain the storage system and follow the correct procedures to ensure everything is correlated.
  • Follow the correct protocol for document destruction as and when required.
  • Liaise with Restore to identify problems and ways to resolve them.
  • Liaise with the Central Storage team for assistance.
• Facilities
  • Ensure the office is kept tidy and presentable.
  • Monitor and maintain the confidential waste bins, ensuring they don’t overfill and collections are booked.
  • Walk around the office doing visual checks on a regular basis, ensuring everything is in order and not broken.
  • Ensure any faults are reported and actioned as appropriate to ensure a fully functioning office environment.
  • Assist with all internal office moves.
  • Maintain and replenish the First Aid equipment/supplies as and when required.
  • Collect fresh fruit baskets and return the empty baskets to reception.
  • Complete weekly fire register.
  • Maintain and keep an accurate desk booking system, and log all visitors.
  • To undertake any other reasonable duties as required by your line manager.
• Reception and Meeting Rooms
  • Maintain the client and internal meeting rooms, making sure supplies are replenished and the rooms are left looking professional.
  • Liaise with the building management team to book external meeting rooms for clients.
  • Meet and greet visiting colleagues or clients as they arrive and show them to their right desk/meeting room.
  • Work alongside the FTL and Marketing team to assist with client events.
  • Replenish the refreshment stock for the meeting rooms.
  • Navigate layout changes to meeting rooms as required.

Candidate Profile

• Educated to GCSE standard or equivalent. A-Level standards are desirable but not essential.
• Proven experience in similar administrative roles.
• Competency with the Microsoft Office suite.
• Ability to work well independently and as part of a team.
• Proactive and responsive.
• Good interpersonal and organizational skills.
• Looking to further their career and develop within the role with progression.
• Strong get up and go attitude towards work and taking on new tasks.
• Proven experience in a print and mail room environment.
• Ability to work under strict deadlines, meeting the needs of busy solicitors.
• Confidence to address all members of staff, no matter the seniority.
• Proven ability to achieve more within a workplace.