Facilities Assistant

Brodies LLP is a prominent UK law firm headquartered in Scotland, that provides expert advice to UK and international clients.

We have the capability and expertise to deliver mandates with global reach, uniting specialist perspectives from across our firm to offer bespoke legal solutions and advice, resulting in impactful outcomes for our clients.

With offices in London, Leeds, and throughout Scotland, we are dedicated to driving innovation in the legal sector, leveraging new technologies and forward-thinking strategies to deliver exceptional value and efficiency for our clients.

Our contract with our people underlines our commitment to fostering a supportive and inclusive work environment, prioritising the wellbeing and development of our colleagues to ensure they thrive both personally and professionally.

We are also deeply committed to making a positive impact in the communities in which we live and work. Through our pro bono work, charitable activities, and initiatives that promote diversity and inclusion, we strive to contribute meaningfully to society.

JOB TITLE

Facilities Assistant

REPORTING TO

Head of Office Management

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
• Sourcing travel and accommodation for colleagues when required
• 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

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.