Facilities Services Assistant – Facilities Management – Manchester
A hands-on dual role, responsible for delivering all aspects of reception and facilities services duties to the highest standards. You will be welcoming visitors/clients, answering or referring enquiries to appropriate individuals within the firm.
You will provide excellent customer service to our clients as well as our personnel by performing the operations and duties which form the role. This includes, but is not limited to, the efficient and prompt answering of telephone calls, courteous interaction with visitors to our premises, arranging hospitality, meeting room management and event set ups, booking hotels, train and air travel tickets and completing general administrative duties as required, carrying out an array of reprographics works, contractor supervision, mail distribution and processing, updating and managing in-house spreadsheets/systems.
Role: Facilities Services Assistant
Location: Manchester
Hours: Full Time
Term: Permanent
Vacancy Reference: 1344-BMR
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. It’s 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.
Day to day, you’ll be successful in this role by:
Front of House:
* Courteously greet and interact with visitors to the premises
* Registering clients, visitors and contractors into the office, and issuing them with the correct access pass
* Recording information accurately on to systems
* Demonstrating a high level of customer service at all times
* Promptly and efficiently dealing with internal and external telephone calls
* Noting and relaying accurate messages as required
* Dealing with any other reception duties as required
* Ensuring reception area is clean, tidy and organised.
* Managing meeting room bookings, setting up meeting rooms, arranging catering and event setups
* Managing the reception area/desk when required.
Facilities Services Assistant:
* Awareness of health and safety requirements in the working area and raising any concerns with the Office & Facilities Manager (OFM)
* Complying with the physical security policy
* Scanning, photocopying, printing, and managing stationery stock
* MFD/printer management (replacement of toner cartridges and attending to faults/paper jams)
* Post duties (inbound/outgoing – sorting, distribution and processing), including arranging couriers
* File management (liaising with relevant persons to archive files)
* Escorting contractors as required
* Recording office faults and raising concerns to the OFM
* Participating in on-site health and safety audits or assessments
* Supporting the wider facilities team to conduct tasks as required
* Flexibility to adjust to different working scenarios
* Communicating clearly with all levels of employees, both written and verbal
Hours are 37.5 a week working Monday to Friday, on a fortnightly rota between the hours of 8:00am – 6:00pm, 7.5 hours a day.
It is an integral part of this role that you comply with information security and all firm policies and procedures.
This role is right for you if:
You should be proactive and flexible in working both individually and as part of a team, with the ability to use initiative and prioritise multiple projects effectively. You will need brilliant attention to detail and have health and safety at the forefront of your mind, working under the supervision of the Office & Facilities Manager (OFM).
Communication will be one of your strong points and you will be enthusiastic about delivering excellent service, with a keen eye for 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 of Microsoft Word, Excel and Adobe Reader as well as basic IT skills to navigate our document management system.
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.
There’s 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.
If you would like to apply for this vacancy, please send us your CV and covering letter using the form below.
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