Facilities Services Assistant

Clarke Willmott; Southampton; On-site; GBP 22,000 - 28,000; Full time

Job summary

A national law firm is seeking a Facilities Services Assistant to join their team in Southampton. This role involves delivering high-quality reception and facilities services, managing client interactions, and supporting operational tasks. Ideal candidates will be proactive, detail-oriented, and have strong communication skills. The role offers a fixed-term contract with a comprehensive benefits package.

Benefits

Flexible work environment

Comprehensive learning and development programme

Range of wellbeing initiatives

Qualifications

• Proactive, flexible in teamwork and individual tasks.
• Brilliant attention to detail and health and safety awareness.
• Strong communication skills and enthusiasm for service.

Responsibilities

• Greet and interact with visitors courteously.
• Efficiently handle phone calls and internal communications.
• Manage meeting bookings and reception area cleanliness.

Skills

Customer service

Attention to detail

Communication skills

Proactive approach

Tools

Microsoft Word

Microsoft Excel

Adobe Reader

Job description

About The Role

We are looking for someone to join our facilities team on an initial 3 month fixed term contract. A hands-on dual role, responsible for delivering all aspects of reception and facilities services duties to the highest standards. You will be welcoming visitors/clients, answering or referring enquiries to appropriate individuals within the firm.

You will provide excellent customer service to our clients as well as our personnel by performing the operations and duties which form the role. This includes, but is not limited to, the efficient and prompt answering of telephone calls, courteous interaction with visitors to our premises, arranging hospitality, meeting room management and event set ups, booking hotels, train and air travel tickets and completing general administrative duties as required, carrying out an array of reprographics works, contractor supervision, mail distribution and processing, updating and managing in-house spreadsheets/systems.

Day to day

Front Of House and Facilities Services duties are carried out to support the team and the firm.

Responsibilities

• Courteously greet and interact with visitors to the premises
• Registering clients, visitors and contractors into the office, and issuing them with the correct access pass
• Recording information accurately on to systems
• Demonstrate a high level of customer service at all times
• Promptly and efficiently dealing with internal and external telephone calls
• Noting and relaying accurate messages as required
• Dealing with other reception duties as required
• Ensuring reception area is clean, tidy and organised
• Meeting room management; receiving bookings by phone, email and in person, booking meeting rooms, setting up meetings, arranging catering and event set ups
• Managing the reception area/desk when required

Facilities Services Assistant

• Awareness of health and safety requirements in the working area and raising any concerns with the Team Leader (TL) or Facilities Services Manager (FSM) and recording information and taking appropriate action to mitigate risk in accordance with the health and safety policy
• Raising health and safety concerns with the TL or FSM and recording information/action taken
• Complying with the physical security policy
• Scanning, photocopying, printing, CD/USB copying, stationery stock review and ordering
• MFD/printer management (replacement of toner cartridges and attending to faults/paper jams)
• Post duties (inbound/outgoing sorting, distribution and processing), including arranging couriers
• File management (liaising with relevant persons to archive files)
• Escorting contractors as required
• Recording office faults onto the systems and raising concerns to the TL or FSM
• Participate in on-site health and safety audits or assessments

Team Collaboration

• Supporting the wider facilities team to conduct tasks as and when required
• Flexibility to adjust to different working scenarios and working time parameters
• Liaising and communicating clearly with all levels of employees, both written and verbal

Hours

37.5 hours per week, Monday to Friday, 9:00–17:30. There may be occasions when you are required to work 9:30–18:00.

It is an integral part of this role that you comply with information security and all firm policies and procedures.

This role is right for you if

You should be proactive and flexible in working both individually and as part of a team, with the ability to use initiative and prioritise a number of different projects effectively with an enthusiastic approach.

As part of the Facilities Team you will need brilliant attention to detail and have health and safety at the forefront of your mind, working to health and safety guidelines under the supervision of the Facilities Services Team Leader.

Communication will be one of your strong points and you will be enthusiastic about delivering an excellent service, as well as a keen eye for attention to detail.

We expect you to be able to use your initiative, and be a forward-planner, anticipating your colleagues needs in advance wherever possible.

You will have good knowledge of Microsoft Word, Excel and Adobe Reader as well as basic IT skills in order to navigate around our document management system.

About Us

Who we are

You’ll be joining a national law firm that enjoys a strong reputation, made possible by our exceptional people each chosen for their industry knowledge and passion for their field. We want to help you reach your full potential, love the work you do and deliver the best results for your clients. It’s our goal to make you feel great about working with us, and we work hard to cultivate a culture that makes it easy for you to stay with us for many years.

We work flexibly and you’ll be empowered to work where you do your best work, balancing your individual needs with the need for us to engage as teams and deliver excellent client service.

What We Can Offer You

A career at Clarke Willmott will feel different to other law firms. We thrive on our individual differences and diversity because as a team, we are united by our shared values and mutual respect. Working with us you will feel empowered, valued and free to be yourself in a safe and supportive environment.

Our mission is to help you realise your full potential whilst maintaining a positive work-life balance. We provide a comprehensive learning and development programme and a range of wellbeing initiatives to support your career journey.

There’s no doubt we expect the best from our people and even the occasional extra mile. In return, your dedication and commitment to the continued success of the firm will be rewarded with a comprehensive range of flexible benefits.

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