Facilities Assistant - 12 Months Maternity Cover

J B Leitch Ltd; Liverpool City Region; On-site; GBP 20,000 - 25,000; Full time

Job summary

A leading law firm in Liverpool is seeking a Facilities Assistant for 12 months of maternity cover. The role is crucial for maintaining a professional office environment, requiring strong organizational and interpersonal skills. Candidates will manage reception duties, meeting room coordination, and general office upkeep, contributing to a supportive and efficient workplace.

Benefits

Medical Cash Plan

Discounts for shopping and leisure activities

Car maintenance schemes

Season ticket loans

Paid social events

Free fruit and coffee

Support through EAP and mental health resources

Competitive pension scheme

Life Assurance at 3x salary

Qualifications

• Previous experience in a facilities, office support, or receptionist role an advantage.
• Excellent telephone and interpersonal skills required.
• Strong attention to detail and organizational skills necessary.

Responsibilities

• Support the smooth day-to-day running of the office environment.
• Manage meeting room bookings and ensure cleanliness.
• Assist with archiving and document management.

Skills

Interpersonal skills

Attention to detail

Organizational skills

Ability to multitask

Education

Previous experience in facilities or office support

Tools

Microsoft Office

Job description

Facilities Assistant – Business Support

12 Months Maternity Cover, Full Time

The Firm

JB Leitch is a nationally recognised Legal 500 commercial law firm, specialising in property management law. We’re proud to act for some of the UK’s largest corporate landlords and managing agents across England and Wales.

What sets us apart

• The largest team of property management legal specialists in the country
• Accredited by Investors in People, showing our commitment to continuous development
• A recognised champion of apprenticeships, providing structured support and real opportunity
• CPD certified – we believe in sharing knowledge with both our clients and our people

Why work with us

At JB Leitch, you’re part of a firm that:

• Values relationships – with our clients and our colleagues
• Commits to best practice and shared learning
• Balances professionalism with people-first values

Proud of our roots

Based in the heart of Liverpool, we’re active supporters of:

• National Museums Liverpool, preserving culture for future generations
• Circus Starr, helping children with additional needs enjoy inclusive, judgement-free experiences

What’s in it for you

At JB Leitch you will enjoy a competitive benefits package that includes:

• Medical Cash Plan to help with those pesky dental or optical bills and much more
• Discounts available for everyday living such as shopping, gym, cinema, restaurants and more
• Car maintenance schemes because MOT and services can be expensive
• Season ticket loans and car parking options available
• Plenty of company paid social events for you to choose from
• Free fruit and sweet treats with as much Nespresso coffee as you want
• Support when you need it through our EAP, mental health first aiders, financial wellbeing partners and more
• Competitive pension scheme to support you later in life
• Life Assurance at 3x your annual salary for peace of mind should the worst happen

The role

We are looking for a reliable and proactive Facilities Assistant to support the smooth day-to-day running of our office environment. The ideal candidate will be responsible for reception duties, incoming and outgoing post, meeting room coordination, general office upkeep, support with office moves, and management of document archiving and destruction. This is a hands-on role that requires strong communication skills, attention to detail, and a proactive attitude toward maintaining a professional and well-functioning workplace.

Reception and Front-of-House:

• Answer incoming telephone calls promptly and direct them to the appropriate departments or individuals.
• Greet visitors and guests professionally and courteously, ensuring a positive first impression.
• Monitor visitor sign-in/out and maintain visitor records.

Meeting Room Coordination:

• Manage meeting room bookings efficiently via the internal booking system.
• Ensure all meeting rooms are set up and maintained to a high standard of cleanliness and readiness.
• Provide refreshments, equipment, and other necessary materials to support meetings.
• Proactively check and reset rooms between bookings.

Office Upkeep and Facilities Support:

• Maintain a clean, tidy, and clutter-free office environment across all areas.
• Ensure office supplies (e.g., stationery, kitchen items, printer paper) are stocked when necessary.
• Conduct regular checks of office facilities and report maintenance issues promptly.
• Support health & safety compliance and best practices throughout the office.

Office Moves and Layout Changes:

• Assist in the coordination and physical setup of internal office moves, including desk relocations and furniture reconfiguration.
• Liaise with IT or relevant teams to ensure smooth transitions for staff.

Archiving and Document Management:

• Assist with the storage, tracking, and retrieval of archived documents.
• Coordinate secure document destruction in line with company policies and data protection regulations.
• Maintain accurate records of archived and destroyed files.

Post & Courier Management:

• Open, scan, and accurately upload incoming mail onto the case management system, ensuring correct distribution to the relevant individuals.
• Handle all outgoing post and courier services, ensuring timely dispatch and proper tracking when required.

Skills and Experience:

• Previous experience in a facilities, office support, or receptionist role an advantage.
• Excellent telephone and interpersonal skills.
• Strong attention to detail and organizational skills.
• Ability to multitask and work under pressure in a busy environment.
• Good working knowledge of Microsoft Office (Outlook, Word, Excel).
• A professional, approachable, and positive attitude.