Temporary Facilities Administrator - Alexander Mae (Bristol) Ltd : Job Details

The Company:

Our client is an award-winning, full service, commercial law firm and they are rapidly developing a national reputation for its innovative approach to delivering legal services. They operate in the financial services, leisure, retail & consumer goods, technology & media, renewables, housing and public sectors. Their specialisms are real estate, banking and finance, commercial, corporate, employment, dispute resolution and litigation.

The Job:

On behalf of our client we are seeking a Temporary Facilities Administrator to join our client on a 3 month temporary period with a chance of extension. The role will involve:

• 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.
• 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
• 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.
• 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.

The Person:

For this role, our client is looking for someone who has previous administration experience, ideally gained in a facilities team, ideally in a professional services organisation.

• 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.

The Hours:

Monday to Friday 9am - 5pm

The Location:

Central Bristol, no car parking (100% office based)

The Salary:

£13.46 per hour

The Contract:

3 months with a chance of extending