We, TLT, are recruiting for a Temporary Facilities Assistant to join our team in Belfast. This opportunity will be an office-based role working 35 hours per week, 9am -5pm.
This is an initial 3-month contract with chance for extension and will be paid on a day rate via an Umbrella company.

YOUR SKILLS AND EXPERIENCE

• General office administration skills ideally in a Facilities related environment.
• Previous office based experience within a Law firm or similar financial services.
• 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.
• Health & Safety and risk assessment experience desirable.

• 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.
• Undertake regular health, safety and security audits.
• Support the Finance team with the retrieval of printed cheques from the cheque machine and delivery to the appropriate Fee Earner as required.
• 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 to all TLT employees at designated times as required.
• 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.
• Maintain accurate records of all archived documents.
• Assist with file destruction in accordance with the Firms’ procedures and policies.
• 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.