Senior Office Management Assistant

Senior Office Management Assistant

The Senior Office Management Assistant is accountable for maintaining the condition of the office, carrying out regular checks of the premises and arranging for repairs as necessary. The Senior Office Management Assistant is the first point of contact for all facilities issues, liaising with staff, suppliers and contractors to resolve.

The successful candidate will work closely with the Office Manager, assisting with the day to day running of the office and will be able to cover when Office Manager is not available.

This role supports all Office Management functions and requires flexibility in changing roles and responsibilities regularly. The position involves working 35 hours per week, between 7:30am and 8pm, with core hours from 10am to 6pm. Additionally, the candidate will need to work outside these hours to manage facilities requirements, including evenings, weekends, and public holidays.

CORE TASKS

• Delivering all aspects of Reception, Hospitality, Despatch and Reprographics to the standards expected by the Firm;
• Supervising and coordinating work of contractors both within and outwith office hours, checking that agreed work has been completed satisfactorily and following up on any deficiencies;
• Administering the facilities inbox, responding appropriately to and dealing with requests in a timely manner;
• Ensuring equipment is properly utilised and maintained;
• Ensuring full tour of office is conducted regularly to ascertain if anything is required to be done from a facilities perspective;
• Holding position of Deputy Incident Controller in the event of any fire alarm activations or drills;
• Covering Office Manager duties when Office Manager unavailable;
• Responsible for planned out of hours maintenance work, including being on site to supervise contractors during evenings, weekends and bank holidays;
• Any other ad hoc duties that may be required by the Firm;
• Be aware of Brodies’ information security policies, and protect information assets from unauthorised access, disclosure, modification, destruction or interference at all times.

PERSON SPECIFICATION

• Highly motivated with ability to use initiative and be proactive is essential;
• Communicates in a confident, clear and concise way;
• Willing to be flexible, with a proactive and collaborative approach;
• Able to work extra hours when needed to get the job done.

SKILLS

• Prepared, organised & able to prioritise;
• Strong team player;
• Good interpersonal skills;
• Good problem-solving skills;
• A proven track record in a facilities background is preferred;
• Excellent attention to detail;
• Excellent IT skills including working knowledge of Microsoft Office Word, Excel and Outlook.

Equal Opportunity Statement

At Brodies LLP, we value and respect all colleagues as individuals. The experiences and perspectives of a diverse workforce that reflects our communities, and the clients we serve, allow us to see the world through many lenses.