Facilities Assistant

As part of the London Facilities team, you will assist in carrying out all facilities operational and administration tasks. Ensure a safe, secure, and comfortable working environment for all staff and visitors by providing the highest level of customer standards in an efficient, effective, friendly, professional, and courteous manner. To work closely with the overall business and team in providing flexibility to cover in all areas of the facilities function particularly during holidays/absences e.g. events, meeting room set-ups, post-room, archiving, photocopying, outside court work and troubleshooting when necessary to maintain excellent standards of service., Reprographics

• To ensure the prompt and efficient provision of photocopying, binding, scanning and copying of all print room services across the business, ensuring that all work is carried out in accordance with specific instructions and returned to the appropriate department within the required deadline.


• Effectively prioritise and carry out all jobs received by the print room (e.g. soft copy electronic attachments, hard copy photocopying, binding, CD burning (when required), USB file transfers and scanning) in a timely and accurate fashion, ensuring all work is returned to the correct stakeholder.


• Monitor monthly calculated statistics via Uniflow for copy production costs by department.


• Assist stakeholders with any specific printing or copying requirements including content and design expectations.


• Maintain machine and software set-up e.g. DocBuster, Quiet Imposing for editing PDFs.


• Effectively communicate with stakeholders to ensure that they are kept informed of print room services, any issues that may affect their requests and that they are generally well informed of matters relating to copying and scanning.


• Perform regular and basic maintenance checks on all reprographics equipment, including changing toners, safety checks etc. In addition, carrying out regular checks of all building MFDs, ensuring that all equipment is ready for use and correctly reporting any faults immediately including any day-to-day photocopier functionality and user issues.


• Liaise with the maintenance company that services the photocopiers, ensuring that an effective line of communication is open to ensure that any faulty machines are repaired with minimal disruption to service levels.


• Monitor and manage replenishment of toners and other print, scanning or binding materials.


Post room

• Regularly ensure adequate levels of post room stocks are always maintained.


• Efficiently process all outgoing mail using the Royal Mail Click and Drop system. Scan incoming mail and distribute/email internal stakeholders. In addition, to assist with any urgent hand deliveries (e.g. legal documents) to local addresses/courts within the City of London.


• Ensure all outgoing couriers have been booked correctly using online portal systems and obtaining file/matter numbers for recharging purposes.


• Take delivery of all incoming packages and liaise with recipients accordingly for safe distribution.


• BRP Cards - co-ordinate the delivery and safe and secure distribution of cards, liaising with the immigration team as necessary regarding recipients.


• Arrange collection of leaver's IT equipment liaising with the IT/HR teams.


Helpdesk

• Act as first point of contact for all facilities helpdesk enquiries and escalate as appropriate to the Facilities Coordinator. Including answering & logging calls and taking action following appropriate investigation.


Health, Safety & Security

• Undertake daily office safety checks including assisting in observing the company's Health and Safety policy with particular reference to remaining alert and proactive in the prevention of accidents in the workplace and ensuring the safety of visitors and employees in relation to fire evacuations, business continuity and security at all times.


• Assist in and carrying out regular checks, maintain accurate records and risk assessments in relation to company's health & safety and insurance responsibilities.


• Act as Fire Marshal and assist with coordination of Fire Marshal and first aid cover requirements and carrying out all relevant fire safety and equipment checks.


• Maintain first aid and fire marshal listings, co-ordinate training requirements and other associated work as directed by the Facilities Coordinator.


• Undertake all appropriate access control tasks regarding security within the firm's designated office areas.


General

• Liaise with third party contractors where appropriate including escorting approved contractors and suppliers on all repairs, maintenance and services. To record and escalate any major issues relating to service standards by key suppliers, in particular cleaning, security and all mechanical/electrical.


• Effectively manage ordering and monitoring of stationery levels for the entire building, including placing weekly orders.


• Effectively manage and maintain the firm's archiving processes and systems ensuring all files and deeds are securely stored and logged on the file track system and that all correct procedures have been carried out before files are closed. To liaise with the storage company regarding collection and return of all archiving storage.


• Ensure that any recalled files or deeds have been properly booked out on either the Elite system or the file track system, working within the agreed Service Level Agreement timescales.


• To be available to assist the Facilities team on all ad hoc projects including those at our offices outside London during the working week, weekends and out of hours when required e.g. office moves, desk moves, space planning, small builds and maintenance and electrical (M&E).


• When necessary, assist Williams Lea colleagues with meeting room set-ups, including video conferencing equipment, laptops and any other facilities related tasks.


• To provide support on any general maintenance needs ensuring all office areas are presentable and in good repair including keeping the asset register accurately updated including furniture requirements.


• To be mindful of the firm's environmental initiatives and adhere to and support the firms' recycling initiatives, including confidential waste disposal.
  
  Self-motivated, pro-active with a can-do attitude.


• Ability to multitask, work under own initiative and remain customer focused.


• Ability to work well under pressure and to meet deadlines.


• Excellent organisation and strong attention to detail.


• Flexible approach to all responsibilities in a changing environment.


• Professional in appearance and conduct with strong verbal communication skills.


• Act with professional integrity at all times.


• Reliable and trustworthy especially when exposed to sensitive information.


• Excellent team player., Previous experience of working in an office, professional services or Facilities environment.


• IT literate (NetDocs, Word, Outlook, Scanning, Elite, Filetrack, Royal Mail Track and Trace).


• Knowledge and experience in Smartspace App, Building Management System (BMS) Access control and CCTV and Lighting systems.


• Basic knowledge of H&S regulations and requirements.


• IWFM Level 2 Diploma is desirable.
  
  Lewis Silkin works with leading businesses to protect and enhance their most important assets - their ideas, their people, their brand and their future. We call it: Ideas. People. Possibilities.


With offices in London, Oxford, Manchester, Leeds, Cardiff, Belfast, Dublin and Hong Kong, we are recognised by clients and industry alike as being distinct for our unique culture, market-leading practice areas, sector focused approach and for providing solutions to complex, multijurisdictional business challenges, with a pragmatic and human touch. We have two things at our core: people - both ours and our clients'- and a focus on creative, tech and innovative businesses.

Our culture is encapsulated by an ethos of bravery and kindness, guided by our values of Integrity, Clarity, Unity and Excellence (our 'I-CUE'). We aim to provide a supportive environment for our people, clients and wider community and embrace diversity & inclusion, ensuring people are able to bring their full selves to work., At Lewis Silkin our ethos is simple. We strive to do the best for our clients, our people and the communities in which we operate. We recognise that an inclusive workplace allows for all kinds of ideas and thoughts, a variety of points of view that can trigger discussions or deliver innovative results, and a wide range of versatile skills and expertise. We are proud of the diversity within Lewis Silkin and of our culture that allows people to be themselves at work, ensuring we provide the best possible service to our clients. We are committed to finding the right person for this role and are open to discussing flexible working patterns and office location.