Junior Facilities Assistant
Department: Operations
Employment Type: Full Time
Location: London
Description
Due to the nature of this role, the successful candidate will be required to work from our London office full-time (i.e. 5 days per week Monday - Friday).
Why Bates Wells?
We’re an award winning, purpose driven City law firm. We were the first UK law firm to become a B Corp and are the highest scoring global law firm in the B Corp community. Globally recognised as the market leading UK firm for charities and purpose-driven organisations, our commercial teams are also using law as a force for good and driving change from the inside out.
Our values are key to our success, and you’ll be able to make a real impact from day one.
Come and join the firm who have a standout and authentic commitment to a triple bottom line, where we’ll never prioritise profit over people and planet.
About our Operations team
Our Operations team of 13 people includes Facilities, Reception and Archiving. We also look after the firm’s B Corp certification, Climate & Nature Group and Bates Wells Foundation, working cohesively and interacting daily to support the business and their needs.
The role
You will assist with a range of administrative and manual tasks to ensure the smooth running of our office. This includes working in post, meeting room setup, stock and supplies, document handling, and supporting health and safety procedures. Full training will be provided, with opportunities to learn and grow within a supportive team environment.
There will also be the opportunity to assist the wider Operations team with key tasks and projects.
Key Responsibilities
Working as part of the Facilities Team to handle day-to-day administration and associated duties to run the office. Duties vary and include:
Mail handling and deliveries:
* Handling incoming and outgoing mail and deliveries - date stamping, scanning and distributing incoming mail / deliveries, and sending outgoing mail / deliveries via post, DX or courier
* Collecting outgoing / internal mail at regular intervals
* Taking post and DX bags down to ground floor for collection
* Collecting any “by hands” from front desk and taking them to the recipient
* Emailing staff to collect personal deliveries from the Facilities room
Stationery:
* Stock up the stationery cupboards weekly by liaising with our suppliers, keeping on top of any printed stock in our room, e.g. folders/dividers.
* Stocking up of envelope cupboards every week
* Distribute paper each week and stock up the copiers
Copiers and toners:
* Liaising with our Print Management Company (“PMC”) to keep the current delivery system of the toners running smoothly
* Checking the printer list and PMC list is up to date.
* Replacing toners in relevant printers
* General maintenance of all copiers, i.e. organising engineers.
Reception/meeting rooms:
* Set up meeting rooms for large meetings / seminars and stocking up reception, kitchen areas
* Liaising with Business Development & Marketing and Reception for meeting room requirements, e.g. podium, flipcharts, space for projectors, badge table, coat rails, etc.
Building Services / Health & Safety
* Liaising with building services to report any air con adjustments, toilet maintenance, deliveries, visiting contractors, cleaning requirements and ordering passes for new members of staff
* Follow up on any building services requests to ensure they have been actioned
Reprographics:
* Collecting photocopying / printing and scanning from staff, completing as required and returning jobs to staff when complete
* Charging of any relevant copying
* Binding documents
Archiving and Reception:
* Occasional support to our Reception and Archiving services, e.g., check archiving email / orders, take around any deliveries, help front of house service.
Sustainability:
* Assisting the Senior Operations Manager with sustainability and B Corp projects.
This is a non-exhaustive list, and specific tasks may change over time, so we’ll need you to be adaptable as we continue to meet our clients’ needs internally and externally
Skills, Knowledge and Expertise
Key experience required:
* A minimum of 12 months’ experience in an office-based, administrative, or corporate environment.
* A minimum of 5 GCSEs (grade C/5 and above) including Maths and English
* Exceptional interpersonal skills, demonstrating professionalism in all dealings
* Ability to multi-task and keep calm under pressure
* Excellent communication skills, both written and verbal
* Excellent attention to detail
* The flexibility to work outside normal office hours
* An interest in sustainability and making a positive impact is encouraged.
What are we like to work for?
Impact-Driven Purpose: We align profit with social purpose to create lasting positive impact for our people, communities,and planet.
Committed to the Climate: Through our Climate & Nature Group, we reduce environmental impact and drive a just transition to net zero.
Championing Inclusion: We foster a diverse, inclusive culture where creativity and innovation thrive.
Flexible and Hybrid Working: Our hybrid model supports balance, with part-time options and at least two office days weekly.
Progressive Benefits: We offer sustainable pensions, IVF support, private healthcare, and more for your well-being and growth.
At Bates Wells, equity, diversity, and inclusion are part of who we are and how we work. As a B Corp and purpose-driven law firm, we’re committed to building a workplace that is fair, inclusive, and representative of all.
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