Facilities & Records Assistant

Job Title: Facilities & Records Assistant
Contract Type: Permanent
Location: Bristol
Salary: £20000 - £23000 per annum
Start Date: 2019-06-03 00:00:00
Reference: 043310279
Contact Name: Lucy Oliver
Contact Email:
Job Published: June 03, 2019 18:04

Job Description

The Firm
An extremely successful international law firm, with a fully dedicated office based in Central Bristol only a stone's throw from Temple Meads & on all major bus routes are looking for a Facilities and Records Assistant to join them on a permanent basis.
The role forms part of the Facilities team to include the London operation. The role will provide general facilities duties alongside File and Records Management support to the firm in respect of physical and electronic records management. You will deputise the Facilities team Leaders in her absence.

The client offer amazing benefits; stylish offices, life assurance, income protection, group personal pension, childcare vouchers, season ticket loan (travel), mortgage advice, private medical insurance, ride2work, gym flex and holiday flex among others!
Salary on offer is £20,000 - £23,000 per annum (depending on experience).

Duties and responsibilities include


Opening, scanning and emailing all incoming mail in an efficient and timely manner
Delivering internal mail and deliveries throughout the day
Dealing with all outgoing mail, including DX, couriers and recorded/special deliveries, advising on the most cost effective way
Frank outgoing mail
Book couriers on line

Dealing with F&RM enquiries via phone, email and face to face contact; to work closely with London F&RM team for support and direction
Processing items for storage and retrieval/delivery using the Aderant RM system and to liaise with F&RM team to process large volumes of archiving or help deal with complex queries
Electronic filing – to include but is not limited to emails, letters, invoices and correspondence
Support the Office Manager to maintain the firm's clear desk/good housekeeping policy
Monitoring file rooms and filing cabinets - advising on usage and to work closely with Facilities Team Leader to keep rooms cleared and tidy on a weekly basis
Ordering consumables such as flat-pack boxes when required
Shredding – dealing with any queries regarding the shredding of paper and to ensure the firm's shredding policy is adhered to
Boxes/Files – the role involves physical moving and lifting of boxes and files
Stationery/Office consumables

Maintain sufficient stock levels for stationery, kitchen and health and safety, placing orders and replenishing as required. Liaise closely with Facilities Team Leader regarding adequate stock levels for the office

General Facilities

Carry out office moves with Facilities team
Carrying out basic DIY and office improvements, knowledge of furniture
In Facilities Team Leaders' absence advise members of staff of any planned maintenance and weekend works
Assist Facilities Team Leaders to supervise contractors on site
Liaising with cleaners regarding any issues
Highlighting any areas to be repaired by maintenance contractor
Monitoring leak detection unit and comms room


Creating security passes for new joiners or staff who have misplaced their pass
Ensuring that all passes that are returned are removed from the system
Assisting the Office Manager to keep the office procedure manual updated
Liaising with building management in regards to visitors and contractors
Knowledge, skills and experience

A minimum of one years' experience working in facilities/corporate environment
An understanding of records management such as Aderant is beneficial but not essential as training will be provided on-site
Ability to carry out some basic DIY
Competent in Microsoft Office skills (2010)
High level of accuracy and attention to detail

Excellent client service, both internal and external with a 'can do' and friendly attitude
To work as part of a team, sharing knowledge and information where appropriate
Flexible approach to helping across the department when busy
To be innovative and forward thinking with the ability to multi task, prioritise workloads and work on own initiative
Strong administration and organisational skills
Effective communication, strong administration and organisational skills

If interested then please apply or send your CV to
We will endeavour to be in touch as soon as possible. If you are not successful on this occasion we will keep your CV on file and be in touch when other suitable positions become available.