Facilities Assistant

The Facilities Assistant is responsible for all front and back of house services including Reception, hospitality, Telephony and Post room.

Reception and Hospitality

Ensure the clean and tidy appearance of the reception area at all times (arrangement of chairs, newspapers etc.)

• Forward electronic faxes to recipients within the office following the firms fax policy
• Meet and assist all clients and other visitors - record details of persons visiting
  
  

Responsible for catering and refreshments for various occasions, ranging from:

• Client/internal meetings
• Client Events
• Staff Parties
  
  

Manage The Meeting Rooms Including

• Ensure the meeting rooms are of the highest standards including preparing/clearing the room. Time management is a key skill for the team as meetings/events etc. have to be prepared, delivered and cleared on time set by the organiser
• Notify office manager of any repairs required
• Replenish the fridge with bottles of water throughout and at the end of the day
• Set up laptops and webinars as required
  
  

Manage stock control

• Ensure that there is sufficient supply of all catering items e.g. tea, coffee, sugar, crockery etc. and inform Office Manger if replenishments / replacements are needed
  
  

Telephony

• Promptly answer and redirect all incoming calls in a polite and friendly manner
• Prepare, maintain and distribute telephone extension lists
• Take messages from incoming callers and ensure message is passed promptly to that person and/or their assistant at the first opportunity
• Adhere to SOP’s
  
  

Post Room

• Opening, sorting and distributing incoming mail each morning
• Date stamp all mail and cheques before scanning.
• Scan all incoming post
• Scan and redirect post for other offices following correct procedures
• Record all special and recorded mail - obtain a signature when passing it to the recipient.
• Record all items delivered into the office throughout the day by courier/clients - pass to the recipient promptly and obtain a signature.
• Assist with local hand deliveries
  
  

Bulk copying - Ensure you understand what is required - number of copies/double sided/ colour and return by agreed deadline.

• Binding - check what size and type of binding comb is required; cover sheet and back card required. Return by agreed deadline
• Assist with the Stationery ordering and distribution
• Collect outgoing mail from each department, throughout the afternoon and sort mail into royal mail
• Ensure the confidentiality and security of all practice and clients’ documentation or information.
• Undertaking such other duties as may be allocated from time to time
• Book couriers, ensuring that the correct nominal codes for the departments are being used
  
  

Other Ad-hoc

• Archiving
• Perform some legal admin tasks from time to time
  
  

This list is not intended to be exhaustive and you will be expected to perform other duties and have other responsibilities that fall within the wider remit of the role.