Workplace Assistant

Role - Facilities Workplace Assistant
Location- Birmingham
Salary- £25,000
Your role as a Facilities Workplace Assistant:
Our client are a multi-national law firm and they are looking to expand their FM team in Birmingham. As a Facilities Workplace Assistant, you will report into the Workplace Manager and the purpose of the role is to assist with the effective delivery of the Workplace services, including digitisation, print and post as well as supporting with the management of the health and safety of our people and our offices.
We are willing to consider candidates who do not have the relevant experience but are passionate, hard working and looking to build a career within workplace, H&S and facilities.
Your duties and responsibilities as a Workplace Assistant:

• High volume copying, collating, binding and laminating of legal documents, printing and colouring legal plans.
• Batch and bulk attachment printing using the relevant software.
• Scanning documents for the purpose of emailing using internal software solutions.
• Creating documents for internal and external issue and for presentations.
• Ensuring all documents are quality checked and returned within customer-specified time scales.
• Arranging printing and copying with external providers as required ensuring documents are returned within customer specified timescales.
• Ordering stationery and stock items and ensuring all office service centres and storage areas are well-maintained.
• Providing 'first line' fault finding capability on print/post room machines and all on-floor devices. Liaison with engineers where required and recording outcomes.
• Changing of toners for all multi-functional devices and checking paper levels around the office.
• The daily receiving-in, sorting, scanning and delivery of Royal Mail, DX, legal notices, other company mail and courier deliveries.
• Sorting and processing of hard copy mail items, liaising with the recipients as to the action required.
• Receipt, registering, sending and distribution of E-faxes as required.
• Ascertaining originators of un-referenced mail by database searches and/or e-mail notifications.
• The daily processing and despatch of all outgoing mail including special and recorded delivery items, using the online Royal Mail business account and Click and Drop software. Maintaining daily records of volumes sent out.
• Booking and management of courier services appropriate to requirements.
• Process requests for retrieval, distribution and collection of deeds and archives and in a timely manner.
• Checking items sent for storage are labelled accurately and all details checked and ensuring schedule of deeds is attached when archiving deeds packets and all other items are processed at file level.
• Production and updating of internal signage.
• Responding to general requests and tasks (access passes, AC, maintenance etc.)
• Providing support with general office administration, including assisting with the processing of invoices.
• Assisting with meeting room changes and general porterage.
• To undertake other duties as reasonably requested by the Workplace Manager or Workplace Coordinator.

Health, Safety and Environment

• Ensuring that general office housekeeping standards are consistently met, tidying up and moving any items that create hazards as well as clearing away any delivered items promptly.
• Assisting with and completing floor walks and inspections and helping to identify and resolve issues.
• Assisting the Workplace Co-ordinator and Workplace Manager with the co-ordination and control of contractors.
• Reporting and recording of accidents and near misses.
• Monitoring the correct use of waste and recycling facilities, highlighting any issues to the Workplace Co-ordinator or Workplace Manager.
• Participating in fire evacuation/emergency procedures as a fire warden, where trained.
• Adhering to all set protocols, policies and procedures.
• Participation in other safety, business resilience and environmental related tasks as requested by the Workplace Manager.

Technology, Innovation and Reporting

• Monitoring of office functions, identifying opportunities for improvement and reporting any faults.
• Use of Billback cost recovery system for all reprographics tasks.
• To provide volume and data reports as required.
• Use of CAFM system ensuring service, responding to Helpdesk queries ensuring calls are closed out satisfactorily.
• Assisting with ensuring that all records are kept up to date on CAFM for Auditing and Compliance purposes.

To be successful in your role, you should have the following skills and experience:

• Positive attitude and willingness to learn
• Be a team player but also able to work on your own initiative when needed
• Candidates with professional services, law or general office experience will be very well received
• Ideally some Facilities or H&S experience, though this is not compulsory for the role.

If you would like to discuss this role further please contact Jade Whitmore on /

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