job / facilities assistant west central scotland glasgow 4243
This vacancy is now closed

Facilities Assistant - Glasgow

up to £22,000 - Legal - Professional Support
Ref: 4243 Date Posted: Monday 17 Dec 2018
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An excellent opportunity has arisen for an experienced Facilities Assistant to join a large legal firm in Glasgow City Centre. This is a 12month fixed term contract role.

Working within a team of 5, this role will involve:

  • Document management - monitor, coordinate and administrate all requests and action.
  • File management - retrieve documents, files and boxes from storage or offsite ensuring systems are updated accordingly
  • Collect boxed and documents ensuring systems updated before returning to storage
  • Provide training and support to colleagues/new staff as and when required
  • Support all areas of the Print Room
  • Monitor ‘Print room Instruction’ and provide support/cover especially during busy periods, absences and annual leave
  • Arrange for photocopying to be carried out externally if required, ensuring the correct paperwork is completed
  • Print any/all documents sent via Online Platform as and when required
  • Scan, Save, Email and Bind any documents submitted
  • Sort, record and distribute all incoming mail
  • Collect and frank all outgoing mail according to the method of delivery
  • Prepare outgoing mail for dispatch; checking, folding and ensuring enclosures are included and any cheques are signed
  • Package parcels etc. and pass to reception for courier collection
  • Create E-Bibles as and when requested
  • Maintain the Basement Store; ensuring all boxes are accessible and stored correctly and walkways plus emergency exits are clear at all times
  • Provide cover and additional support during events and/or seminars in the Client Suite
  • Support all areas of Reception (including but not limited to – general switchboard cover, petty cash, emergency cheques, and travel bookings) during busy periods, absences and annual leave
  • Support the Facilities Coordinator with internal Moves, the rotation of Confidential Waste plus general and adhoc tasks
  • Undertake any other reasonable duties as requested by Line Manager

Skills and experience required:

  • Candidates MUST have gained experience within a Facilities/Client Services role. Gained within a professional services environment would be advantageous
  • IT proficient
  • Organised, possess accuracy and attention to detail
  • Team player
  • Excellent communication skills