Facilities Assistant
Based in Inverness
Brodies LLP is a UK law firm headquartered in Scotland. It is the largest firm in its jurisdiction measured by income, directory rankings, and lawyer numbers. In the last three years, the firm's revenue has grown by 20%, and almost 100 new colleagues have joined. Today, we have more than 900 colleagues and offices in Aberdeen, Edinburgh, Glasgow, The Highlands, London and Abu Dhabi. We combine colleagues' expertise in all business areas, to deliver Enlightened Thinking - new knowledge and new legal possibilities - uniquely suited to our Scottish, UK and international clients.
JOB PURPOSE
The primary responsibility of this role is to ensure the smooth running of the Highlands office by providing administrative support to lawyers based in the office as well as to those who visit from other offices. This includes providing reception, hospitality, reprographics, mail, and facilities services. Given the wide variety of tasks, the successful candidate will work efficiently and be able to provide excellent customer service and perform all operations requested of them.
This is a flexible role that requires the candidate to be willing to change responsibilities on a regular basis to meet the needs of our colleagues and clients.
CORE TASKS
* Providing administrative support to on-site or visiting colleagues when requested
* Acting as first point of contact for any visitors and dealing with clients and third parties on a day-to-day basis via e-mail, phone or in person, responding to all requests professionally and proactively
* Answering incoming telephone calls
* Setting up meeting rooms and managing hospitality requests
* Dealing with all incoming and outgoing mail
* Carrying out general printing / copy / scanning requests as efficiently as possible, paying particular attention to detail and timescales
* Carrying out facilities checks and liaising with contractors in relation to daily cleaning and planned maintenance visits
* Keeping Office Key Log up to date
* Acting as Fire Warden, ensuring any building requirements are adhered to and colleagues are aware of fire procedures
* Assisting colleagues with printers
* Dealing with Health and Safety tasks
* Assisting with any ad hoc tasks which may arise in the office
* Setting up and supporting audio visual equipment in client-facing areas
* Liaising with the IT team, reporting issues and escalating internally as appropriate
* Aware of Brodies' information security policies, and protect information assets from unauthorised access, disclosure, modification, destruction, or interference at all times
PERSON SPECIFICATION
* Should have knowledge and administrative experience of working within a busy legal or professional service
* The ability to use initiative is essential
* Good communication skills and confident when dealing with people at all levels
* A strong team player
* Ability to maintain flexibility regarding tasks and workload
* Always presents a professional image to clients and other external organisations
* Seeks out opportunities to provide a more efficient service to legal firm
* The successful candidate will be required to be flexible regarding working hours as from time to time it will be necessary to complete work during lunchtime or outside of core hours
SKILLS
* Prepared, organised & able to prioritise;
* Good interpersonal skills;
* Good problem-solving skills;
* A proven track record in a facilities background is preferred;
* Excellent attention to detail;
* Excellent IT skills including working knowledge of Microsoft Office Word, Excel and Outlook
Equal Opportunity Statement
At Brodies LLP, we value and respect all colleagues as individuals. The experiences and perspectives of a diverse workforce that reflects our communities, and the clients we serve, allow us to see the world through many lenses.