We, TLT, are recruiting for a Temporary Facilities Assistant to join our team in Belfast. This opportunity is an office-based role working 35 hours per week, 9am - 5pm.
This is an initial 3-month contract with a chance for extension and will be paid on a day rate via an Umbrella company.
Your Role
* Effectively receive, prioritise, and action requests or queries via Teams, telephone calls, and emails to the Facilities team from internal and external customers and suppliers.
* Respond to maintenance, cleaning, access control passes, parking, archive, post, and reprographics related queries.
* Ensure all service areas are kept clean, tidy, and well-stocked. Order and replenish stationery as required.
* Replace toners for printers and scanners across all floors and ensure paper levels are maintained.
* Undertake regular health, safety, and security audits.
* Support the Finance team with retrieving printed cheques from the cheque machine and delivering them to the appropriate Fee Earner.
* Handle physical tasks such as collecting and moving files/boxes.
* Maintain security arrangements, including regular key audits.
* Deliver Court Papers to the Law Courts as needed.
* Process all external mail and provide efficient post-delivery and collection services to TLT employees.
* Open, distribute, and scan incoming post and DX deliveries.
* Manage recorded and special deliveries with proper audit trails.
* Collect and deliver courier deliveries, recording and obtaining signatures as required.
* Prepare for courier collection, liaise with couriers, and record proof of delivery.
* Perform all reprographics tasks including photocopying, printing, scanning, laminating, and binding, including Court bundles and marketing materials.
* Conduct quality assurance checks.
* Coordinate with storage providers for secure storage and retrieval of client files and archives using appropriate software.
* Create deeds packets and record details in the Archives system.
* Maintain accurate records of archived documents.
* Assist with file destruction following firm procedures.
* Help move archive boxes, prepare files for collection, and liaise with storage providers to ensure a full audit trail for easy future retrieval.
Your Skills and Experience
* General office administration skills, ideally in a Facilities-related environment.
* Experience in a law firm or similar financial services environment.
* Ability to meet strict deadlines, with good punctuality and time management.
* Attention to detail and accuracy.
* High level of customer service, able to interact professionally with clients and colleagues face-to-face, via Teams, email, and phone.
* Self-motivated with good organisational skills and the ability to prioritise conflicting tasks.
* Flexible and capable of handling a variety of Facilities tasks.
* Manual handling skills to lift loads up to 20 kg.
* Ability to maintain confidentiality.
* Common sense problem-solving skills.
* Strong IT skills, especially Outlook, Word, and Excel.
* Experience in Health & Safety and risk assessments is desirable.
Your Team
This role is part of the Facilities Management team, working closely with all areas of the firm. The team is responsible for providing a safe, secure, and comfortable working environment, including managing files, conference suites, security, building maintenance, and logistics.
#J-18808-Ljbffr