Workplace Coordinator

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The role:

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

There are two elements to the role, with both the external and internal functions combined: working within the print and post room, providing archiving and desk delivery services to our internal clients; delivering services to external clients via reception in the client suite.

The Property and Workplace Team integrates processes within the 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 operations and minimising environmental impacts. We aim for net‑zero status in 2025 and the entire business to reach net‑zero by 2024, with the support of all employees. The team plays an integral part in achieving these goals through property strategy, space management and contract management.

Shoosmiths is the law firm clients choose for excellent service, incisive thinking and focus on what matters. From offices across the UK and Brussels, we support some of the world’s most exciting and ambitious businesses; our culture is authentic and collaborative, committed to excellence and innovation. The firm has achieved ‘Platinum Standard’ Investors in People and values are at the heart of our work.

We offer a competitive salary, a great working environment, high‑quality work and a comprehensive, flexible benefits package. For more details, please visit “Benefits Package”.

• 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 coordinating the meeting room booking system via email or phone, ensuring requests are processed regularly and timely
• Managing all client hospitality and catering for events – breakfast seminars, client and staff lunches, evening events
• Setting up and preparing meeting rooms in advance, ensuring all audio‑visual equipment, furniture, and catering are in place and refreshed throughout events where appropriate
• Looking after client and visitor requirements on premises, organising ad‑hoc requests such as photocopying, deliveries, booking taxis, additional refreshments
• Organising refreshments, equipment (laptop, flip charts), and ordering breakfast/lunch as required by clients/internals
• Co‑ordinating administration and H&S tasks
• Responding proactively to telephone/email queries from internal and external clients
• Scanning correspondence to iManage
• Completing administrative tasks and maintaining monthly and annual spreadsheets
• Ordering office supplies (stationery, DSE equipment, first aid supplies)
• Maintaining cleanliness and stock levels in the staff kitchen
• Opening, date‑stamping, sorting incoming mail and managing the miscellaneous post process
• Liaising with couriers and post/delivery personnel as needed
• Sorting outgoing post into DX, Royal Mail, Special Delivery, ensuring collection at scheduled times
• Assisting internal clients with general print and post enquiries
• Handling collections and deliveries internally and externally, including banking deliveries and last‑minute lunch requests for client meetings
• Communicating with Help Assistants or IS regarding copier/printer issues in the Print & Post Room
• Ensuring all office areas remain neat and tidy
• Delivering stationery to internal clients weekly or on request
• Working with PAs and Legal Advisers to support and understand their requirements, asking questions about…