Reception and Facilities Assistant

We are recruiting for a Reception and Facilities Assistant to join our team in Edinburgh.

Your Role

Office support

• Action any requests received to the Facilities team from internal and external customers and suppliers. 
• 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.
• 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.

Reception

• ​To create a welcoming first point of contact and provide a professional concierge service to anyone using the meeting suite and to keep the area tidy at all times. 
• To ensure clients' needs are met in terms of catering, car parking facilities etc. 
• Set up all IT equipment including laptops, screens, webinars, and video conferencing meetings for each meeting. ·
• Liaising with catering staff to order catering stock for the meeting suite and maintain control over stock to ensure it is used for requested events as appropriate. ·
• To ensure meeting rooms are organised for events.
  This may require some flexibility with work hours on occasion for attendance at early morning or evening events as well as assisting with hospitality duties (waitressing, serving alcoholic drinks and manning a cloakroom) · 

Post

• Undertake the processing of all internal / external mail and provide an efficient and prompt post-delivery and collection service to all TLT employees at designated times as required.
•  To include both hard copy and digital scanning as required.
• 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

Archives

• Liaise with storage providers for arranging the safe storage and retrieval of all client files and archived documents using the appropriate software packages.
• 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.
• 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
• 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 1,200 people in offices across the UK and a network of partner firms across Europe, India and the US. In 2021 we were named The Lawyer’s Law Firm of the Year, recognising our incredible success story.

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. 

Our Benefits

We value our employees highly and we want you to feel valued. You’ll receive a competitive salary with an annual pay review. You will also have access to an extensive range of benefits via our flexible benefits scheme including 25 days holiday (which will increase to 30 days based upon length of service) and private medical insurance. 
At TLT we have a progressive fully flexible working approach. We empower our people to work in a place and at a time that meets their needs, those of their clients and of the wider team and firm. Part of this agile approach is a focus on hybrid working and supporting the work/life balance of our people.

TLT is committed to creating a diverse working environment and encourages applications from all suitably qualified people, regardless of any of the characteristics protected by the laws in the locations in which we operate.

We welcome applications from people with disabilities and as a Disability Confident Employer, we 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 HR-Recruitment@TLTsolicitors.com