Workplace Coordinator in Glasgow

Join to apply for the Workplace Coordinator role at Shoosmiths. The role combines internal and external responsibilities. Internally it involves print and post room work, archiving, desk delivering services, and supporting internal clients. Externally it includes reception services in the client suite. The Workplace Coordinator is a vital multi-disciplinary role that supports the Property and Workplace Team and contributes to Shoosmiths’ environmental commitments.

Main Responsibilities:

• Co‑ordinate front‑of‑house services as part of a team.
• Professionally and promptly meet and greet all clients and visitors.
• Manage and co‑ordinate the meeting‑room booking system by email or phone and process emails throughout the day.
• Coordinate all client hospitality and catering for events, including breakfasts, lunches and evenings.
• Prepare meeting rooms—audio‑visual equipment, furniture, catering—and refresh as needed.
• Respond proactively to telephone and email queries from internal and external clients.
• Scan correspondence to iManage.
• Complete administrative tasks and maintain monthly and annual spreadsheets.
• Order office supplies (stationery, DSE equipment, first aid supplies).
• Maintain cleanliness and stock levels within the staff kitchen.
• Open, date‑stamp and sort incoming mail; manage miscellaneous post process.
• Liaise with couriers and post/delivery personnel.
• Sort outgoing post (DX, Royal Mail, Special Delivery) and prepare for collection.
• Assist internal clients with print and post enquiries.
• Handle collections and deliveries, including banking deliveries and last‑minute lunch requests for client meetings.
• Communicate with Help Assistants or IS regarding copier/printer issues in the Print & Post Room.
• Ensure all office areas are neat and tidy.
• Deliver stationery to internal clients at least once a week and on request.
• Support PAs and Legal Advisers by clarifying requirements for meetings, catering, AV, badges, and hand‑outs.
• Answer all incoming calls within 3 rings, transfer calls, and forward e‑faxes promptly.
• Build relationships with local caterers and present a variety of high‑standard menu options.
• Manage car‑parking spaces weekly and report any issues to HR & Estates Manager.
• Monitor stock levels and place orders via Sainsbury’s or similar.
• Provide ‘out‑of‑hours’ services for events and seminars as agreed with HR & Estates Manager.
• Complete handover book and create holiday notes for continuity of service.

Skills And Qualifications:

• Minimum 12 months experience as a Receptionist in a professional services environment, ideally legal.
• Flexibility to cover early‑morning and evening meetings.
• Confident in setting up and troubleshooting audio‑visual equipment.
• Excellent personal presentation and respectful demeanour.
• Polished, friendly, helpful, confident and “can‑do” approach.
• Positive attitude, strength of character and determination to succeed.
• High standards of attention to detail, neat and methodical work.
• Strong problem‑solving and prompt action.
• Excellent keyboard skills and proficiency with Outlook and Word.
• Confidence liaising with suppliers and contractors.
• Ability to work well alone and with a team in a supportive environment.
• Capacity to work under pressure, meet deadlines and get things right.
• Proactive and flexible work approach.
• Excellent internal and external client care and communication skills.
• Quick to grasp new tasks and processes.
• Enthusiastic, energetic and positive “can‑do” attitude.
• Adaptable to change, calm under pressure, aligned with Shoosmiths’ values.
• Supportive of colleagues, especially when under pressure.
• Maintain confidentiality at all times.

Equal opportunities: Our approach to people is underpinned by diversity, inclusion and well‑being. We build a diverse workforce that reflects all backgrounds and talents and a workplace that is supportive, inclusive and empowering. Everyone who applies or works for Shoosmiths is treated equally, regardless of gender, age, ethnicity, nationality, marital status, disability, sexual orientation or religious beliefs.

Seniority level: Entry level

Employment type: Full‑time

Job function: Management and Manufacturing

Industries: Law Practice and Legal Services

Benefits are competitive and are complemented by a comprehensive and flexible range of benefits. Applications are accepted through the Shoosmiths careers portal.