We are looking for a Facilities Assistant to join our Facilities team in Cambridge.
The role
This is a permanent, full-time role within the Facilities team, working 7 hours per day on a Monday to Friday rota between 7:30am and 6:00pm, with occasional evening work to support client events.
Reporting to the Facilities Team Leader, the role provides a high-quality facilities service to staff, partners and clients, delivering excellent customer service and responding to queries. The post also supports reception cover and assists the reprographics team when required.
Working closely with colleagues across the Facilities team, the role plays a key part in supporting the smooth day-to-day operation of the Cambridge office.
The person
Given the responsibilities of this role, it's likely that your background and experience will include:
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experience in a similar role
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some exposure to reprographics systems
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some front of house / customer service experience
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strong Microsoft Office skills, in particular Excel and good experience of Word and Outlook
In addition, the role requires someone who:
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has a genuine interest in a Facilities role
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can think on their feet and provide practical solutions
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be able to communicate clearly and effectively at all levels
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have strong attention to detail
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has excellent planning and organisation skills and remains calm under pressure
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can work as part of a team and establishes good working relationships at all levels
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keen interest in the role and willingness to accept direction from others
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positive can-do attitude
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always provides outstanding client service
The activities
Facilities tasks
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Complete regular building audits and log findings.
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Liaise with external facilities management provider, reporting issues, raising tickets, confirming dates and following up.
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Ensure all internal and external post is dealt with efficiently and effectively.
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Collect from post points during the day and process collection including follow up mail with no identification.
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Set up meeting rooms/tables and chairs (including specified equipment) requirements in a timely manner.
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Ensure equipment is available, set up correctly working prior to arranged meetings/seminars.
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On a rota basis undertake the “town round” in order to deliver/collect items from our local external clients
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Carry out floor captain duties, including, but not limited to, stationery checks, internal meeting room checks, replenishing paper to copier machines, maintenance issues, collection of post, accompanying contractors on site.
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Support the reprographics function of the team with required tasks to the highest standard (ie photocopying documents and plans, collating/binding documents, printing plans and scanning text/pictures and terriers). Notify your line manager of any faults with the reprographics equipment.
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Support the Senior Files & Deeds Assistant, carrying out such file management activities as appropriate.
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Assist in office/desk moves, as required.
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Ensure the office equipment and furniture is usable and liaise with internal colleagues to arrange repairs or replacement as necessary. Be aware of how to operate the office equipment correctly and know the procedures to follow in the event of faults or damage.
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Ensure the constant provision of all stationery supplies in a cost-effective manner in accordance with the requirements of the Firm.
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On occasions, provide efficient client services
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Be available to support with general maintenance and minor repairs as required.
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Distribute incoming faxes to the relevant member of staff.
We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.
The benefits
As you'd expect, we offer a competitive salary and a wide range of benefits. Click here to find out more about our core benefit offering.
Pre employment screening
If we offer you a role, we will conduct comprehensive pre-employment screening. This screening will include, but is not limited to, a basic DBS, verification of your right to work, a three year employment history and a self-declaration to assess your character and suitability for the role. Full details of our pre-screening employment process are available upon request.
Use of AI during the recruitment process
Technology is changing rapidly and we are all increasingly using AI software in our day to day lives, as well as using it to support our learning and professional development.
Here at Mills & Reeve, we embrace the use of technology and AI and we recognise that candidates may use AI tools to support their applications. As a regulated industry, we expect candidates to use such tools responsibly, honestly and in a manner that allows us to make a fair and accurate assessment of their individual skills, experience and suitability for the role.
Please ensure you have thoroughly read the document attached below to understand what we deem acceptable uses of AI.
The firm
At Mills & Reeve, our 1,450 plus people and over 850 lawyers share one vision - achieve more together. It's a state of mind in every client relationship we start and every choice we make. And it's what clients consistently say distinguishes us from your average law firm.
You can expect a close and attentive working relationship with a team that's responsive when you need them. You'll receive advice tailored to your individual needs. Wherever in the world you or your business needs support, we'll draw on our network to give recommendations.
We're driven by our values - we're ambitious, we're open, we care and we collaborate. We embrace new ideas, communicate honestly and are easy to work with. We're committed to you, our planet, our communities and each other.
We've been listed in The Sunday Times Best Places to Work list as one of the best big organisations, and we've recently been reaccredited Platinum Investors in People status - a standard achieved by only 8% of assessed organisations.
And finally
Everyone at Mills & Reeve brings a unique perspective and ideas to the team and we do everything we can to help each person to thrive. We're committed to providing an inclusive and supportive working environment, are happy to consider flexible working arrangements, and want to achieve the right balance for both our people and the firm. We encourage everyone to ask if they feel they need any workplace adjustments, and will do our best to support with these.
To find out more about our diversity and inclusion work, visit our website.
