Contract Facilities Assistant

We, TLT, are recruiting for a Temporary Facilities Assistant to join our team in Belfast. This opportunity will be an office-based role working 35 hours per week, 9am -5pm.

This is an initial 3-month contract with chance for extension and will be paid on a day rate via an Umbrella company.

Your Role

• Effectively receive, prioritise and action any requests or queries via Teams, telephone calls and emails to the Facilities team from internal and external customers and suppliers.
• Respond to maintenance, cleaning, access control passes, parking, archive, post and reprographics related queries.
• Ensure all service areas are kept clean, tidy and well stocked. Ordering and replenishment of stationery as required.
• Replacement of toners for printers and scanners for all floors and ensure paper levels are kept replenished.
• Undertake regular health, safety and security audits.
• Support the Finance team with the retrieval of printed cheques from the cheque machine and delivery to the appropriate Fee Earner as required.
• Dealing with physical tasks such as collecting and moving files/boxes.
• Maintain security arrangements around the office including regular key audits.
• Delivering Court Papers to the Law Courts as and when required.
• Undertake the processing of all external mail and provide an efficient and prompt post-delivery and collection service to all TLT employees at designated times as required.
• Open and distribute the incoming post and DX deliveries to relevant recipients. To include both hard copy and digital scanning as required.
• Process incoming and outgoing recorded and special deliveries ensuring there is an audit trail to be able to track their whereabouts should it be needed.
• Collect and deliver courier deliveries from the specified area. Record, deliver and obtain a signature as required.
• Prepare for collection and receive incoming courier deliveries including liaison with courier operatives. Record, deliver and obtain proof of collection/delivery as required.
• Undertake hand deliveries out of the office as required.
• Undertake all aspects of reprographics support including photocopying, printing, scanning, laminating and binding. Including assisting with the production/copying of Court bundles and marketing materials.
• Undertake effective quality assurance checks.
• Liaise with storage providers for arranging the safe storage and retrieval of all client files and archived documents using the appropriate software packages.
• Create new deeds packets and entering all details onto the Archives system.
• Maintain accurate records of all archived documents.
• Assist with file destruction in accordance with the Firms' procedures and policies.
• Assist with the moving of archive boxes, preparing files for collection and liaising with the storage provider ensuring a full audit trail is left when archiving to allow future file recalls with ease.

Your Skills and Experience

• General office administration skills ideally in a Facilities related environment.
• Previous office based experience within a Law firm or similar financial services.
• Ability to work to strict time deadlines, good time keeping and punctuality.
• Accuracy and attention to detail.
• High level of customer service and the ability to deal professionally and calmly with external and internal clients, at all levels, face to face, via Teams, email and on the telephone.
• Self-motivated and able to organise and prioritise own work and manage conflicting deadlines.
• Flexible approach with capacity to take on a variety of tasks working across all aspects of Facilities.
• Manual handling skills to be able to lift heavy loads (up to 20 Kg).
• Ability to maintain confidentiality at all times.
• Common sense approach to problem solving.
• Strong IT skills with knowledge of Outlook, Word and Excel is essential.
• Health & Safety and risk assessment experience desirable.

Your Team

This role is part of the Facilities Management team working closely with all areas of the Firm.

The Facilities Management team are responsible for providing a safe and comfortable working environment. Including the secure storage and retrieval of all hard copy files; management and delivery of the client conference suites and switchboard services; providing reprographics support for large volume and specialist printing and scanning; processing and distribution of all incoming and outgoing deliveries; relocation planning, design and fit out logistics; security; building maintenance and working with the landlord to ensure their services support our business operations.

About TLT

Fast paced, fast growing and forward thinking, TLT is the law firm that helps clients stay one step ahead, and we do the same for our people.

We work with high profile clients in innovative sectors. With local, national and international reach, we have over 1,800 people in offices across the UK and a network of partner firms across Europe, India and the US. TLT was named Law Firm of the Year at the Legal Business Awards 2023. This marks the third year in a row the firm has taken away this accolade in industry awards - having previously been named Law Firm of the Year at The Lawyer Awards in 2021 and the British Legal Awards in 2022. 

Our purpose is to protect, prepare and progress our clients for what comes next and it’s essential that we do the same for our people, our planet and our communities too. In our open and collaborative culture, we encourage everyone to be their whole self, to have a voice and to contribute. 

TLT is committed to creating a diverse and inclusive working environment and encourages applications from all suitably qualified people, regardless of disability, race, gender identity, sexual orientation, or any other characteristics protected by the laws in the locations in which we operate.

We welcome applications from people with disabilities and are committed to providing reasonable adjustments, where necessary, to make interviews and jobs more accessible. Should you have any difficulty during the recruitment process, require any reasonable adjustments or an application to access to work please contact the recruitment team on Recruitment.Operations@TLT.com

TLT LLP