Facilities and Premises Support Assistant
We're a national law firm with a local reach. Our philosophy is 'we're legal and financial experts that care' - something you'll find in the way we work with our clients and how we support our teams. But we're more than just a law firm - we're a team of people working together to help individuals and businesses navigate life's ups and downs. Working here you'll feel a part of our friendly and inclusive environment.
We'll value you for who you are and what you bring. We support each other and push boundaries to achieve incredible things and make a real difference to our clients and communities.
Your Role and What You'll Be Doing
As a Facilities & Premises Support Assistant, you will support the Head of Facilities and Premises Management, delivering programmes of work to maintain and improve our facilities and office spaces. This includes supporting key internal and external stakeholder relationships, implementing effective planning and communications and ensuring we are monitoring and reporting on our impact - aligned to our purpose-led strategy.
* Manage and maintain the facilities and premises data spreadsheets.
* Managing correspondence and relationships across our facilities and premises network.
* Maintain, write and coordinate relevant materials.
* Ensuring that facilities and premises policies are regularly reviewed and updated as necessary.
* Responsible for processing and keeping records of our relevant invoices in line with our governance.
* Provide support with a variety of projects such as office openings and relocations.
* Work with the internal communications team to ensure colleagues are updated on facilities and property issues and events.
* Support the wider Facilities and Premises Management team including Health and Safety with a range of ad hoc duties.
* Facilities Management Support: Assist in the day-to-day management of all office facilities, ensuring a safe, efficient, and well-maintained working environment.
* Health and Safety Compliance: Support the implementation and monitoring of health and safety policies and procedures, ensuring compliance with relevant legislation.
* Supplier Management: Liaise with external contractors and service providers to ensure high-quality service delivery and manage contracts effectively.
* Office Moves and Space Planning: Assist with office moves, space planning, and the setup of workstations and meeting rooms.
* Administrative Support: Provide general administrative support to the Facilities & Premises Management team, including handling enquiries, maintaining records, and preparing reports.
* Act as a point of contact for emergency situations, coordinating responses and ensuring appropriate actions are taken.
About You
* Understanding of facilities management principles, including maintenance, safety, and space planning.
* Knowledge of relevant health and safety legislation and best practices.
* Proficiency in managing and maintaining data, particularly using spreadsheets and databases.
* Familiarity with managing relationships with external contractors and service providers.
* Basic understanding of project management principles to support various projects.
* Knowledge of invoice processing and financial governance.
* Excellent organisational skills to manage multiple tasks and maintain various records and materials.
* High level of accuracy and attention to detail, especially when handling data and financial processes.
* Ability to troubleshoot and resolve issues related to facilities and premises management.
* Proficiency in using office software, particularly spreadsheets, databases, and intranet systems.
* Effective time management skills to prioritise tasks and meet deadlines.
* Flexibility to handle a range of ad hoc duties and respond to emergency situations.
Our Benefits - What We Can Offer You
* 25 days holidays as standard plus bank holidays - You can 'buy' up to 35hrs of extra holiday too.
* Generous and flexible pension schemes.
* Volunteering days - Two days of volunteering every year for a cause of your choice (fully paid).
* Westfield Health membership, offering refunds on medical services alongside our Aviva Digital GP services.
We also offer a wide range of well-being initiatives to encourage positive mental health both in and out of the workplace and to make sure you're fully supported. This includes our Flexible by Choice programme which gives our colleagues more choice over a hybrid way of working subject to role, team and client requirements.
Irwin Mitchell LLP is an equal opportunity employer.
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