Facilities Assistant

To provide the highest levels of client care and service to office visitors and employees, in line with service level agreements and set policies and procedures.

You will work directly with the Office Manager, Assistant Manager, and the Admin Team to provide a range of services to users of the Newcastle Office.

Key responsibilities

• To provide an exceptional welcome to customers to the building (meet and greet) including providing an induction to the building upon request.
• To ensure the smooth running of day-to-day operations on the floor
• To adhere to company procedures and policies, uphold the vision and values of the firm in all actions and behaviours.
• To ensure all equipment/technology is in working order and report when required.
• To ensure a safe working environment for all floor occupants
• To resolve any logistical issues and escalate to appropriate persons.
• To complete floor walks and audits to ensure tidiness including ad hoc spot cleaning when required.
• To maintain the locker and storage audits and escalate any issues to the Office Manager
• To attend training courses as and when necessary
• To ensure compliance with Health and Safety providing a safe working environment
• To be a Fire Warden and First Aider, ensuring attendance on relevant training
• To undertake any reasonable requests as and when required from Managers onsite.
• Manual handling of items/equipment such as in relation to meeting rooms/town hall set up and on receipt of deliveries to the office in line with the training provided.

Working Environment & Client care

• Ensure all areas of responsibility such as meeting rooms, offices, phone booths, desks and collaboration areas are always presentable & to standard, as per the check sheets and report any issues.
• Meet and greet all clients/visitors the office and offer refreshments in the reception area if guests are waiting and ensure you keep them updated on their host’s arrival.
• Check that all meeting rooms and the town hall area are set up correctly according to the specification.
• Assist the setup of Audio-Visual (AV) equipment to internal meeting rooms – Screens, Controllers, Audio Conference, Video conference, flip charts, presentation boards, food, and beverages etc.
• Proactively deal with enquiries and requests in a timely and professional manner
• Ensure that all maintenance/cleaning issues are reported to the Office Manager and logged on internal systems daily and followed up on the progress.
• Monitor cleanliness and standard of kitchen and tea point and liaise with the Admin team to restock consumables.
• Ensure that all printers are checked, and paper is restocked.
• Ensure that all cupboards are tidy, and all equipment is labelled and in its correct storage area.
• Monitor stationery supplies, requesting new stocks as per procedure and ensuring waste is minimised.
• Keep an accurate stock count of various consumables.
• Complete required administration tasks: daily, weekly & monthly checklists, forms, and online reports accurately and within the set timeframe and ensure that all information is filed.
• Know how issue passes and sign people into the building where required.
• Communicate any feedback to your Line Manager via the relevant reporting channels.
• Proactively identify opportunities and develop new ideas that will lead to improvements.
• Deal with any ad hoc duties as required.
• Assist with the supervision of Contractor visits.
• Maintain a strong awareness of business activity and communicate all updates to your team members.
• Coordinate visitor travel arrangements if required.

Teamwork and Communication

• Attend both individual and group training sessions as required.
• Work as part of the team, to ensure that all daily tasks are completed.
• Maintain a strong awareness of business activity and communicate all updates to fellow team members.
• Provide assistance and cover according to business needs e.g., lunch, annual leave, etc.
• Communicate effectively via various channels with peers and the management team, displaying accuracy and attention to detail both in verbal and written communication.
• Communicate via the appropriate channels to the Management Team any on-going / potential issues / complaints that need to be addressed and follow up with a detailed email, ensuring they are reviewed and approved by the Office Manager

Policies and Procedures

• To comply always with Clifford Chance's policies and procedures
• To complete monthly First Aid and PPE boxes checks
• Always maintain confidentiality.
• Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment.

How We Will Support You

From your first day with us, you will have varied opportunities to continuously grow and develop your skills and knowledge. From formal training, informal coaching and mentoring through to skills-based and technical training and on the job learning.

External training will be provided where required and you will draw on the Newcastle FM team as well as the London/Global Facilities Team for their support and expertise where needed/required and where directed to by the Office Manager and Assistant Office Manager in the Newcastle Office who will provide you with management and support onsite.

Your Career Experience So Far

• Exceptional customer service skills
• You will be a strong communicator who has the confidence to operate at all levels within the organisation. You will have a flexible and effective communication style, to ensure communication strategies promote inclusivity and diversity.
• Reliable and consistent
• Helpful and positive attitude
• Able to meet the needs of a diverse and ever-changing environment.
• Positive about change
• Flexible attitude to working practices and demands.
• Responsible and trustworthy even when working unsupervised.
• Willing and able to make a make positive contribution to service delivery improvement.
• Proactive approach to continuous personal development
• Proactive approach to improving the working environment.

Who we are

We are one of the largest international law firms in the world. With over 30 offices across the globe, we strive to exceed the expectations of our clients, providing them with the highest-quality advice and legal insight, which combines the firm’s global standards with in-depth local expertise.

Our firm, work and people span jurisdictions, cultures, and languages. We offer our clients a truly international perspective. We believe every career should be rewarding and stimulating - full of opportunities to learn, thrive, and grow. That’s why we’re so proud of our inclusive, friendly, and team-based approach to work.

Our one firm global strategy is focused on targeted growth led by the needs of our core clients, those who we can best support with the breadth and depth of Clifford Chance expertise, across the sectors and geographies, which matter most to them.

You’ll find our clients in commercial and industrial sectors, the financial investor community, governments, regulators, trade bodies, and not-for-profit organisations. But no matter who they are or why they’ve reached out to us, we provide a world-class service every step of the way. And that’s possible thanks to the entrepreneurial spirit and conscientious approach to work that you’ll find across all of our teams.

Whichever area of the business you join, you’ll become an integral part an innovative, diverse and ambitious team of people. Clifford Chance is a place where the brightest minds and the best of colleagues meet.

The Newcastle Office

Clifford Chance Newcastle is an operation employing predominately paralegal, process and tech specialists overseen by the management team to deliver high quality legal support services to the fee earner population across the globe (with a strong focus on London and the US offices). The Newcastle office has a range of building users including business professionals who report into the world firm. In addition to this, there are regular visits to the Newcastle office from Partners, Lawyers, and Business Professionals from across the firm, client, and suppliers of the firm.

The Newcastle Office is located in the centre of the city which has been nominated for numerous awards for its design and fitout. The spacious and modern office space support the Newcastle business to provide innovative, responsive, and high-quality legal support services to the wider firm and its client.

Work Pattern

8am – 6pm (7.5-hour shifts during this period)

Equal Opportunities

At Clifford Chance, we understand that our true asset is our people. Inclusion is good for our team and their families, our firm and society.

We are committed to treating all employees and applicants fairly and equally regardless of their gender, gender identity and expression, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age.  This applies to recruitment and selection, terms and conditions of employment including pay, promotion, training, transfer and every other aspect of employment.

We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.

Our goal is to deliver an equality of opportunity, an equality of aspiration and an equality of experience to everyone who works in our firm. 

Find out more about our inclusive culture here.

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