Facilities Assistant

Hill Dickinson; Leeds; Hybrid; GBP 26,000 - 34,000; Full time

Job summary

Hill Dickinson, a leading law firm, seeks a Facilities Assistant in Leeds for a hybrid role involving administration and practical support in facilities management. The candidate will assist with maintenance, file management, and ensure compliance with health and safety standards, while also benefiting from a robust flexible working policy and comprehensive benefits package.

Benefits

25 days’ annual leave

Birthday privilege day

Flexible working options

BUPA health insurance

Life assurance

Enhanced family leave policies

Financial contribution towards home working equipment

Qualifications

• Maintenance experience is essential.
• Good communication skills are essential.
• Willingness to work outside normal hours if required.

Responsibilities

• Assist with file management and central storage facilities.
• Support soft and hard services like maintenance and office upkeep.
• Provide excellent customer service and maintain safety compliance.

Skills

Good IT skills

Flexibility

Organisational skills

Customer service

Attention to detail

Job description

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Term: Permanent Department: Facilities - Hard & Soft Services Location: Leeds The Firm

Hill Dickinson LLP is a leading and award-winning international commercial law firm with offices in Liverpool, Manchester, London, Leeds, Newcastle, Piraeus, Singapore, Monaco and Hong Kong. With more than people including partners and legal directors, the firm delivers advice and strategic guidance spanning the full legal spectrum, from non-contentious advisory and transactional work, to all forms of commercial litigation.

Hill Dickinson acts as a trusted adviser to a wide portfolio of clients across a wide range of specialist sectors: from transport and logistics and international trade, through to retail, insurance, marine, health, education, manufacturing, public sector and banking and financial services.

Job role: Facilities Assistant

Hours: Working hours are between 7am-6pm (35 hours per week)

As the winner of two Working Families’ awards for ‘Best UK employer for Flexible Recruitment ’ and ‘Best UK employer for Flexible Working Award ’, we are happy to consider flexible working opportunities to help you balance your work and home life.

Department: Facilities Hard & Soft Services (hybrid role)

Location: Leeds (travel may be required to other UK offices)

Benefits: At Hill Dickinson we understand that incentives go far beyond a good salary, so we have created a comprehensive benefits package tailored around our people.

Here are some examples of what we offer:

25 days’ annual leave

Birthday privilege day and Christmas shutdown

Holiday buy, sell and carryover scheme

2 charity volunteering or pro bono days

Flexible, agile and home working

BUPA

Permanent health insurance

Flexible pension scheme

Medicash

EAP with access to counselling

Enhanced family leave policies

Access to 10 days fully subsidised emergency or back-up care per year

Life assurance

Annual travel season ticket loan

Dress for your day policy

Bespoke training and development opportunities

Financial contribution towards home working equipment

Role overview

Introduction to the role:

The primary role is to assist with Facilities duties and administration/practical support on bespoke projects. This includes administration tasks, maintenance inc. decorating (painting), Health & Safety, digital services functions (post) space management, file management (Records), security, ensuring compliance within legislative requirements and assistance with the strategic review. Although the position is based in Leeds, you will be part of the UK Facilities team and tasks may be required for the other UK sites, such as administration tasks/data logs, being part of the call out team (on a rota with additional pay).

You will be working as part of a busy and well-established team supporting the Firm with key services such as maintenance, health & safety (H&S), cleaning, file management (Records), digital services (Post), security, meeting room support and all building services functions.

This is an ideal career opportunity for anyone looking to develop their existing Facilities skills whilst providing an excellent opportunity to learn new skills from other aspects of our Facilities team.

Key responsibilities:

File Management

Administration of central file storage facilities to ensure accurate location and movement of stored files via file asset management system in conjunction with the Records team and internal colleagues

General housekeeping routines around paper and file management

Physical movement of files and file boxes

Soft Services

The preparation and scanning of incoming mail and associated items

First line preventative maintenance/upkeep of office-based equipment via external suppliers.

Processing and despatch of outbound mail and couriers

Arranging porterage of items between offices

Applying costs using cost recovery systems

General reprographics – print, copy and scan either internally or via external suppliers

Hard Services

General maintenance

Overseeing meeting room support requirements, such as room layout changes and liaising directly with staff and clients

Access control upkeep which includes access card monitoring

Assistance on facilities management helpdesk, where necessary

Daily kitchen upkeep i.e. stock check, replenishments (milk, tea, coffee etc).

Maintaining records and documentation in accordance with legislative requirements, office health & safety policies, permits and assessments

Local H&S duties and administration as directed by the wider Facilities team

Essential:

Good IT skills (Word, Excel, PDF etc)

Flexibility in approach and willingness to work outside normal office hours if required

Willingness to attend other UK offices when required

Good organisational skills, diary management and the ability to prioritise tasks and work under pressure

Maintenance experience

Ability to operate in a busy environment

Accuracy and attention to detail

The ability to work as part of a team and independently

Excellent customer service skills

Good communication skills

Desirable:

Facilities experience - Hard and Soft services

Experience / knowledge of H&S requirements

Knowledge of building services functions

Compliance awareness

Previous admin experience in a law firm or other regulated / professional services / financial services environment

Driving licence

Experience of: document management systems Asset management systems Reprographics and digital mailroom duties.