Workplace Assistant

Company:
Shakespeare Martineau Term:
Permanent Team:
Workplace Management Let us introduce ourselves…

Shakespeare Martineau is a Top 55 law firm that combines creativity, commerciality, and clarity. We work with blue-chip companies, leading organisations, high street brands and individuals across the country.

As enterprising and original thinkers, we’re driven to create exceptional experiences for our clients and our people. We handle personal and business-critical issues and game-changing deals across many dynamic sectors. It’s stimulating and rewarding.

We’re hardworking and deeply ambitious about creating opportunities for our employees; to move forward and achieve our ambition together. We provide an environment in which you’re supported to reach your potential.

Our people have a blend of excellent technical and business skills with the talent to do things differently.

We believe in trusting our people to make the right decisions for themselves, from when and where you work, to how you dress; we focus on outputs.

Want to find more about our?

To provide truly outstanding client experiences we work as one team. Our Business Operations Group is made up of business professionals who work with our legal professionals to provide market-leading expertise to our clients. The group includes Finance, Operations, HR, Marketing, IT, Risk and the Executive Leadership team.

The Key feature of this role is to provide exceptional client experiences and support for all our clients, both external and internal. Therefore, successful candidates must be highly organised, enthusiastic, helpful individuals, with a range of client facing and business support skills.

• Meeting and greeting visitors and colleagues into the client space, creating an exceptional first impression
• Following the visitor management process and ensuring we meet all the requirements necessary
• Liaising with the building reception team as and where relevant
• Ensure the meeting rooms, the reception area and collaboration spaces are presentable throughout the day / evening
• Assist with the moving and organisation of office equipment and meeting room furniture as and when required
• Organising and serving catering and refreshments to clients in our collaborative spaces and meeting rooms
• Ensuring the refreshment areas in the client and collaborative space is kept well stocked, clean and tidy at all times
• Follow procedures to ensure coffee machines are well maintained, carrying out daily stock ups and weekly deep cleaning. Setting up and clearing down meeting rooms, including furniture layout changes and any additional equipment required
• Ensure meeting rooms and office resource areas are stocked up with the correct stationary
• Setting up the required equipment in the meeting rooms i.e., MS Teams or other technical requirements
• Organise IT team support if required for a specific meeting / event
• Wearing a hands-free headset, and answering 'phone calls within 3 rings
• Responsible for managing the meeting room and car park bookings within the relevant app, responding within our SLA times
• Liaising with clients either in person on the 'phone about their bookings and requirements
• Reporting to the relevant team(s) any equipment / furniture that requires fixing or replacing
• Assist with ensuring we implement our environmental policy within our offices and recycling areas are kept in correct order and guidance labelling in place
• Pro-actively ensure good housekeeping is adhered to throughout the office, kitchens stocked and tidy
• Identify any H&S, cleaning or any general maintenance issues / hazards and report promptly
• Assisting with the delivery of events both internal and external
• Copying, printing and scanning documents as requested. Ensuring pages are clear legible and accurate and correct finishing options are applied including editing and enhancing of documents where required
• Transferring of data to and from removable media, cloud based solutions, document and case management systems
• Sending outgoing mail and inter-office mail using PPI, DMO or franking machine ensuring outgoing mail is ready for collection at the agreed times
• Distribu…