Facilities Assistant

As one of the UK’s leading law firms, we’re here for the people and businesses who rely on us at life’s important moments - made possible by our colleagues who bring the expertise, judgement and care that makes the difference.

Our colleagues bring Irwin Mitchell to life every day, so it matters that you feel valued from the very first day and are trusted with the responsibility, in the right culture, to do the best work of your careers. Everyone’s path here is different, but we share a desire to help our business make a real impact.

Where possible we will support our colleagues to work in a way that works for them, for us and most importantly our clients. Please speak to a member of our Recruitment and Onboarding team for more information.

We’re looking for a Facilities Assistant to help provide an efficient, responsive and welcoming service to colleagues and clients. This is a varied, practical role supporting the day-to-day operation of our office. You’ll work across Travel booking team, Reception support, Hospitality support, document services, post and deliveries, meeting room preparation, stationery management, porterage and general facilities requests. You’ll be part of the Facilities Management team and report to the Office & Facilities Manager.

If you’re organised, comfortable managing different types of task and committed to providing a helpful service, this could be a great opportunity to build your facilities experience.

• Arranging business travel and accommodation in line with company policies.
• Managing travel amendments, cancellations and itinerary changes, while keeping colleagues informed.
• Providing reception and front-of-house cover when required, helping to create a professional and welcoming experience for colleagues and clients.
• Helping to book meeting rooms and parking facilities for internal and external visitors.
• Receiving, sorting and distributing incoming and outgoing post and courier deliveries.
• Collecting outgoing items from across the office and processing them in line with agreed procedures.
• Supporting scanning, copying, printing, document finishing and other reprographics requests.
• Prioritising document requests and helping to process larger or more complex jobs.
• Resolving basic issues with multifunctional devices, such as paper jams, and reporting faults that require further support.
• Monitoring stationery and paper supplies, replenishing printers and keeping service areas tidy.
• Moving furniture, equipment and other items, and setting up meeting rooms for different requirements.
• Responding to day-to-day and ad hoc facilities requests in a timely and helpful way.
• Checking that equipment is safe and fit for purpose, and reporting any concerns promptly.
• Following health and safety procedures and raising concerns through the appropriate channels.
• Completing the training needed to carry out the role safely and effectively.
• Travelling to other offices occasionally to provide cover where required.

• Ability to follow clear policies, procedures and instructions accurately.
• Ability to organise and prioritise a varied workload, including tasks with competing deadlines.
• Ability to communicate clearly and professionally with colleagues, clients, visitors and external suppliers.
• Ability to use Microsoft 365 applications, including Outlook, Teams and basic Excel, or the ability to learn these tools with appropriate support.
• Ability to work effectively both independently and as part of a team.
• Ability to respond constructively when priorities or service requirements change.
• Evidence of completing practical or administrative tasks accurately and paying attention to detail.
• Willingness to undertake a range of office…