Facilities Assistant (Admin)
Facilities Assistant (Admin)
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Salary Not Disclosed
1 Vacancy
Job Description
Hill Dickinson LLP is a leading and award-winning international commercial law firm with offices in Birmingham Hong Kong Leeds Limassol Liverpool London Manchester Monaco Newcastle Piraeus and Singapore. With more than 1000 people including 200 partners and legal directors the firm delivers advice and strategic guidance spanning the full legal spectrum from non-contentious advisory and transactional work to all forms of commercial litigation.
Hill Dickinson acts as a trusted adviser to a wide portfolio of clients across a wide range of specialist sectors: from transport and logistics and international trade through to retail insurance marine health education manufacturing public sector and banking and financial services.
Job role: Facilities Assistant (Admin)
Hours: Monday to Friday 09:00 - 17:00 (35 hours per week)
Happy to talk flexible working
Hill Dickinson are proud to be named as a Top Ten Employer for Working Families 2024 and so we are happy to consider flexible working opportunities to help you balance your work and home life.
Team: Operations
Location: Newcastle
Benefits: At Hill Dickinson we understand that incentives go far beyond a good salary so we have created a comprehensive benefits package tailored around our people.
Here are some examples of what we offer:
- Annual leave starting at 25 days
- Birthday privilege day and Christmas shutdown
- Holiday buy sell and carryover scheme
- 2 charity volunteering or pro bono days
- Optional private medical insurance via BUPA
- Annual fitness allowance
- Flexible pension scheme
- ISA saving scheme and independent financial advice
- Electric or hybrid vehicle lease scheme
- Medicash
- EAP with access to counselling
- Enhanced family leave policies
- Access to 10 days fully subsidised emergency or back-up care per year
- Life assurance
- Group income protection
- Annual travel season ticket loan
- Hybrid working and dress for your day policy
- Bespoke training and development opportunities
- Financial contribution towards home working equipment
Role overview
Introduction to the role:
The Facilities Assistant plays a vital role in supporting the smooth operation of building services and workplace environments. This position involves coordinating administrative tasks related to maintenance compliance contractor management and service delivery. Working closely and supporting the wider Operations teams the Facilities Assistant ensures that documentation is accurate communication is clear and operational processes run efficiently. The role requires organisational skills attention to detail and the ability to manage multiple priorities in a dynamic environment.
In addition the Facilities Assistant will support the local fee earning teams in relation to post general administrative support liaising with travel desk (where appropriate) and some elements of front of house.
Introduction to the team:
Our Operations team are primarily based in Liverpool and are responsible for a wide variety of building and office support services such as:
- Building Maintenance:
- Cleaning and Hygiene
- Health Safety & Compliance
- Security Management
- Space and Asset Management
- Archive and Post room services
- Procurement and travel
- Reception
- Sustainability Initiatives
Key responsibilities:
- Provide administrative support to the Operations team ensuring smooth day-to-day operations.
- Maintain accurate records of maintenance schedules service reports and compliance documentation.
- Assist with contractor visits access arrangements and permit-to-work processes.
- Assist with procurement of supplies equipment and services related to Operations
- Monitor and update asset registers and helpdesk systems.
- Track and manage invoices purchase orders and budget-related documentation.
- Support health & safety compliance as directed by management.
- Liaise with cleaning security and maintenance teams to ensure service delivery standards.
- Assist with incoming queries from staff and contractors escalating issues where necessary.
- Participation in site audits inspections and Operations related projects.
- Provide general administrative support to the local fee earning teams including coordination of post.
- Assist visitors / clients attending the office ensuring meetings rooms are ready for visitors and dealing with refreshments where necessary.
- Assist with the booking of any external meeting rooms and ensure all AV requirements are in place and functioning as required.
What are we looking for:
Important criteria:
- Organisational Skills Ability to manage multiple tasks schedules and documentation efficiently.
- Attention to Detail Ensuring accuracy in records reports and compliance documentation.
- Communication Skills Clear and professional communication with internal teams contractors and suppliers.
- IT Proficiency Competence in Microsoft Office (Word Excel Outlook PowerPoint).
- Time Management Prioritising tasks and meeting deadlines in a fast-paced environment.
- Problem-Solving Ability to handle queries and resolve issues independently or escalate appropriately.
- Teamwork Supporting Operations and collaborating across departments.
- Customer Service Professional and courteous handling of staff and visitor enquiries.
- Record Keeping Maintaining accurate logs for maintenance compliance and health & safety.
- Procurement Support Assisting with ordering supplies and managing purchase orders.
If you dont meet all of the criteria above but feel that you could add real value to Hill Dickinson we encourage you to apply and if successful we can help you develop along the way.
Equality Diversity and Inclusion
Hill Dickinson is committed to providing fairness and equal opportunity for all regardless of age gender gender identity ethnic origin disability sexual orientation marital or transgender status nationality religion or belief.
We understand that our power as a firm comes from empowering our people and that it is only by encouraging and enabling individuals to be themselves at work that we can truly benefit from their rich and varied strengths.
Hill Dickinson is an equal opportunities employer. All applications received by the firm will be considered based on their merit alone and we welcome applications from all suitably qualified individuals regardless of background and from all routes to qualification with both the SRA and CILEx.
Disability Support
We are a Disability Confident employer which means if there is anything that we can do to make your visit easier so you are able to perform at your best please let us know. You can contact the HR team at should you require any adjustments to the application or interview process.
Values
Trust Respect Innovation Collaboration
At Hill Dickinson we welcome applications from individuals that are looking to return to the law as well as all routes to qualification with both the SRA and CILEx.
All successful candidates will be subject to our standard pre-employment screening including a basic criminal record check via Disclosure and Barring Service. Any offer of employment made is conditional upon completion of all checks.
Due to the high response levels we receive for some vacancies we may expire any of them prior to the advertised closing date and advise you to submit your application as soon as possible.
Employment Type
Full-Time
