Workplace Coordinator

30 hours per week (Mon – Thurs but flexible)

Property and Workplace

Glasgow

To provide exceptional customer service and foster excellent working relationships with external clients and internal clients/contacts providing a first-class level of service to everyone, showing professionalism and displaying a friendly, helpful disposition both locally and across the firm.

There are two elements to the role with both the external and internal roles being a combined role:

Working within the print and post room and archiving and desk delivering services to our internal clients

Delivering services to our external clients via reception within the client suite.

The Property and Workplace Team is the integration of processes within and organisation to maintain and develop the agreed services which support and improve the effectiveness of its primary activities. This encompasses multi-disciplinary activities within the built environment and the management of their impact upon the people and the workplace. Effective workplace management, combining resources and activities, is vital to the success of any organisation.

Shoosmiths is committed to protecting the environment by demonstrating high standards of environmental responsibility in all our operations and minimising the environmental impacts associated with our activities, products, and services. We have set a goal for our operations to achieve net zero status by 2025 and for our entire business to reach net zero by 2024 which will only be achieved with the support of all our employees.

Our Property and Workplace Team play an integral part of achieving these goals by being responsible for Shoosmiths property strategy, space management and contract management.

Shoosmiths is the law firm clients choose for excellent service, incisive thinking and above all for our ability to focus on what matters. From offices across the UK and Brussels, we support some of the world’s most exciting and ambitious businesses; amazing clients making an impact. We empower our people to be their authentic selves and deliver together in supportive teams committed to excellence and innovation.

The first top 50 law firm to achieve ‘Platinum Standard’ Investors in People, our values and culture are not just words on our website but are the heartbeat of the firm.

We have an outstanding benefits package to complement our competitive remuneration system. In addition to the competitive salaries, great working environment and high-quality work, we believe that all staff should be rewarded for their commitment to the continued success of the firm through a comprehensive and flexible range of benefits.

• Working as part of a team to co-ordinate front of house services
• Professionally and promptly meeting and greeting all clients and visitors including internal clients/visitors from other offices
• Managing and co-ordinating the meeting room booking system whether by email or phone request and ensuring emails are checked and processed throughout the day on a regular basis and in a timely manner
• Managing and co-ordinating all client hospitality and client catering for all types of events which can include early morning breakfast seminars, client and staff lunches and evening events
• Setting up and preparing the meeting rooms in advance of any meetings or events taking place to ensure all audio-visual equipment, furniture requirements and catering is in place, ready and refreshed throughout the event where appropriate
• Meet and greet clients and visitors (internal and external), looking after all their requirements whilst on our premises including organising any ad hoc requests such as photocopying, deliveries, booking taxis, further refreshments
• Organising refreshments, equipment (laptop, flip charts etc) and ordering breakfast/lunch etc as is required by the client/internal client
• Working as part of a team to co-ordinate administration and H&S tasks
• Responding proactively to telephone / email queries from both internal and external clients
• Scanning correspondence to iManage
• Completing administrative tasks and maintaining monthly and annual spreadsheets
• Ordering supplies for…