Senior Office Management Assistant

Brodies; Glasgow; On-site; GBP 25,000 - 35,000; Full time

Job summary

Join a forward-thinking law firm as a Senior Office Management Assistant, where your organizational skills and proactive approach will play a vital role in maintaining office operations. This dynamic position requires flexibility and the ability to manage facilities efficiently, ensuring that all aspects of office management run smoothly. You will be the first point of contact for facilities issues, collaborating with various teams and contractors. If you thrive in a supportive environment and are ready to take on a challenging role, this opportunity is perfect for you.

Qualifications

• Experience in facilities management is preferred.
• Ability to work flexible hours when needed.

Responsibilities

• Maintain office condition and manage facilities issues.
• Supervise contractors and ensure work is completed satisfactorily.
• Cover Office Manager duties when needed.

Skills

Organizational Skills

Interpersonal Skills

Problem-Solving Skills

Attention to Detail

IT Skills (Microsoft Office)

Team Player

Tools

Microsoft Office

Job description

This job is brought to you by Jobs/Redefined, the UK's leading over-50s age inclusive jobs board.

At Brodies LLP, we value and respect all colleagues as individuals. As a UK law firm headquartered in Scotland, we believe that the experiences and perspectives of a diverse workforce that reflects our communities, and the clients we serve, allows us to see the world through many lenses.

As the largest firm in our jurisdiction measured by income, directory rankings, and lawyer numbers, the progress we continue to make is testament to the commitment of our colleagues.

In the last three years, our firm's revenue has grown by 20%, and we have welcomed almost 100 new colleagues. Today, we have more than 800 colleagues and offices in Aberdeen, Edinburgh, Glasgow, Inverness, London, Abu Dhabi and Brussels.

JOB TITLE

Senior Office Management Assistant

REPORTING TO

Helen Caselli

JOB PURPOSE

The Senior Office Management Assistant is accountable for maintaining the condition of the office, carrying out regular checks of the premises and arranging for repairs as necessary. The Senior Office Management Assistant is the first point of contact for all facilities issues, liaising with staff, suppliers and contractors to resolve.
The successful candidate will work closely with the Office Manager, assisting with the day to day running of the office and will be able to cover when Office Manager is not available.
This role supports all Office Management functions and requires flexibility in changing roles and responsibilities regularly. The position involves working 35 hours per week, between 7:30am and 8pm, with core hours from 10am to 6pm. Additionally, the candidate will need to work outside these hours to manage facilities requirements, including evenings, weekends, and public holidays.

CORE TASKS

• Delivering all aspects of Reception, Hospitality, Despatch and Reprographics to the standards expected by the Firm;
• Supervising and coordinating work of contractors both within and outwith office hours, checking that agreed work has been completed satisfactorily and following up on any deficiencies;
• Administering the facilities inbox, responding appropriately to and dealing with requests in a timely manner;
• Ensuring equipment is properly utilised and maintained;
• Ensuring full tour of office is conducted regularly to ascertain if anything is required to be done from a facilities perspective;
• Holding position of Deputy Incident Controller in the event of any fire alarm activations or drills;
• Covering Office Manager duties when Office Manager unavailable;
• Responsible for planned out of hours maintenance work, including being on site to supervise contractors during evenings, weekends and bank holidays;
• Any other ad hoc duties that may be required by the Firm;
• Be aware of Brodies' information security policies, and protect information assets from unauthorised access, disclosure, modification, destruction or interference at all times.

PERSON SPECIFICATION

• Highly motivated with ability to use initiative and be proactive is essential;
• Communicates in a confident, clear and concise way;
• Willing to be flexible, with a proactive and collaborative approach;
• Able to work extra hours when needed to get the job done.

SKILLS

• Prepared, organised & able to prioritise;
• Strong team player;
• 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.