Brodies LLP is a prominent UK law firm headquartered in Scotland, that provides expert advice to UK and international clients.
We have the capability and expertise to deliver mandates with global reach, uniting specialist perspectives from across our firm to offer bespoke legal solutions and advice, resulting in impactful outcomes for our clients.
With offices in London, Leeds, and throughout Scotland, we are dedicated to driving innovation in the legal sector, leveraging new technologies and forward-thinking strategies to deliver exceptional value and efficiency for our clients.
Our contract with our people underlines our commitment to fostering a supportive and inclusive work environment, prioritising the wellbeing and development of our colleagues to ensure they thrive both personally and professionally.
We are also deeply committed to making a positive impact in the communities in which we live and work. Through our pro bono work, charitable activities, and initiatives that promote diversity and inclusion, we strive to contribute meaningfully to society.
JOB TITLE
Office Management Assistant
Based in Glasgow
REPORTING TO
Office Manager
JOB PURPOSE
To work as a member of the Office Management team, helping achieve the team's objectives in providing an efficient and effective service to the firm's clients, partners and colleagues. This includes providing reception, hospitality, reprographics, mail, and facilities services. Given the wide variety of tasks, the successful candidate will work efficiently and be able to provide excellent customer service and perform all operations requested of them. This is a flexible role that involves supporting all the Office Management functions and requires candidates to be willing to change roles and responsibilities on a regular basis. The successful candidate will be required to work between 7:30am and 6pm.
CORE TASKS
Reception & hospitality:
- Acting as first point of contact for any visitors and dealing with clients and third parties on a day-to-day basis via e-mail, phone or in person, responding to all requests professionally and proactively
- Setting up meeting rooms and managing hospitality requests
Despatch:
- Sorting, scanning and distributing incoming morning mail in a timely manner.
- Ensuring outgoing mail is ready for collection when necessary.
- Organising deliveries of internal and external courier items.
- Taking hand deliveries when requested.
Reprographics:
- Carrying out general printing / copy requests as efficiently as possible paying particular attention to detail and timescales.
- Scanning of documentation and emailing of files to requestors or importing on to the Document Management System as required.
- Assisting colleagues with copiers / printers.
Security:
- Be aware of Brodies’ information security policies, and protect information assets from unauthorised access, disclosure, modification, destruction or interference at all times.
General:
- Distributing stationery and paper supplies to locations within the office when requested.
- Regular emptying of all confidential waste bins.
- Ensuring office is well presented at all times.
- Answering client’s requests / queries and providing best solutions.
- Assisting with desk set up and office moves.
- Assisting with any ad hoc tasks which may arise in the office.
PERSON SPECIFICATION
- Presents a professional image and provides a high-quality service to clients, internal customers and external suppliers.
- Communicates in a confident, clear and concise manner.
- Willing to be flexible and proactive.
- Ability to deal with constantly changing priorities and deadlines.
- Well organised and capable of working as an individual and as part of a team.
SKILLS
- Prepared, organised and able to prioritise.
- 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.