Facilities & Client Support Assistant

International Operations

Edinburgh, Permanent

We are Eversheds Sutherland, a global law firm, with 5,000+ colleagues in more than 30 countries. We’re full service with deep niche and sector experience. Whatever challenge, wherever in the world, we’re equipped and ready to meet it. We live our values, we’re purposeful and purpose-led. So although the world is fast-moving and rapidly changing, we see it as a place where everyone can thrive. We’re ambitious for our clients, our communities – and for you. Whether you’re starting out on your career or well established, whether you’re a lawyer or in business services. If you’re looking for what’s next, we are too.

What to expect

For business professionals, our environment is highly collaborative with value being placed on diversity of ideas, skills and mindsets. Not least yours. It’s energetic, fast-moving and there’s always something new to get involved in. You will get exposure across geographies and the firm as a whole. The future is a place of opportunity. Focusing on your success and for what’s next, will ensure you thrive too.

Role and key responsibilities

The role is made up of three role types: Client Support Assistant, Facilities Support Assistant and Administration to ensure that all external and internal client areas are to the required Eversheds Sutherland standards, and that the building is ready for operations at all times. To ensure that the environment is friendly but professional and very team orientated. 

Skills and experience

We are looking for:

• Reception desk meet & greet in line with Client Excellence standards
• The operation of software systems that control meeting room bookings, car parking, visitor badges, catering requirements and general meeting room set up.
• Physical setting up of meeting rooms as per the booking information, to ensure the layout and functionality and the AV equipment is as requested.
• Ensuring the client area, meeting rooms and the whole of the client hospitality suite areas are kept to the highest standards at all times.
• Liaise with our external caterers to ensure refreshments are provided when and where necessary and to the highest standard.
• The operation of integrated telephone and intercom systems.
• The provision and control of security access passes in conjunction with the external security provider..
• Supporting the team to control and monitor all stationery supplies inclusive of purchasing, storage and delivery.
• Record FM jobs and tasks on Remedy and other reporting procedures
• Supervision of 3rd party contractors, permit controls and RAMS.
• Carrying out all post room duties inclusive of sorting and delivering of internal mail throughout the building.
• The cost effective and efficient processing of external mail to ensure delivery deadlines are met.
• Checking of all areas of the building on a regular basis to ensure they are maintained to a high standard.
• It will be necessary to carry out the archivist function to ensure items are recorded, retrieved and disposed of in accordance with correct procedures, in the absence of the archivist and team assistants.
• As the role can be ‘customer’ facing, presentation and having a professional manner is of prime importance and thus the job holder must adhere to the dress code at all times, and a uniform may be provided.
• The jobholder may from time to time be required to carry out any additional services oriented functions associated with the delivery of quality facilities services to the company and its clients.

Competencies required:

• The job holder must have the capability to communicate at all levels, as building and maintaining relationships with clients, and support teams is critical to the operation achieving required targets.
• The job holder must be highly organised as will be required to consistently deliver required outcomes on time and to a high standard. They will be expected to achieve agreed KPIs; demonstrate a capability to solving issues within the day to day role with the help from management and support staff.
• The job holder will need to demonstrate the capability to work collaboratively with 3rd party clients and internal support functions in order to deliver business results.

Essential requirements are as follows:-

• High level of interpersonal, communication and skills are required.
• PC literate with good working knowledge of MS Office applications.
• Ability to work independently in a high pressure environment.
• Ability to work in a team environment with a high degree of initiative and self-confidence.
• The post holder’s main task will be to ensure a high level of support to the business. This is a high performing environment and to be successful they will need to work in an efficient manner, have a strong presence, and be able to remain calm and perform well under pressure.
• They will need to be enthusiastic, flexible and have a can-do attitude.
• They must have the ability to work on their own initiative, have excellent customer-care skills, good written ability and be able to communicate effectively at all levels.

Entry Criteria in addition to the above skills and attributes:

• Experience of working in a professional services environment would be preferable.
• Competence in the use of the standard IT packages.

What’s in it for you?

At Eversheds Sutherland, we provide benefits focused on looking after you: your development, your performance, your financial future and your health, as well as providing the opportunity to make a contribution to the world.

• We’re fair, transparent and equitable
• We share in the success of the firm, reward alignment to our values, going above and beyond and your individual performance
• We support flexible ways of working through our remote working policy and commitment to flexible, agile and hybrid ways of working
• We support your health and performance through our dental, healthcare and wellness support
• We support everything you are and all you bring through our powerful commitment to diversity and inclusion
• We provide a platform for your career, whatever your ambitions through our structured professional and personal training, mentoring and development programs
• We provide experience and opportunity through international and cross-function exposure
• We provide an opportunity to give back through our pro bono work and community engagement
• We help you plan ahead through retirement planning, insurance and assurance

Diversity and inclusion

At Eversheds Sutherland, “Inclusive” is a core business value. We bring together different skillsets, global mindsets and approaches. We foster diversity of thought and the freedom to put ideas into action. We have an inherent respect for the individual. We have a strong belief in collaboration and teamwork. Sharing ideas, asking questions, solving challenges and meeting our clients’ goals: together.

We want all our people to thrive at work and reach their full potential and we work hard to continue to build a diverse and inclusive culture, monitor and report on our progress and impact, and develop our approach. This is reflected in our policies, systems and processes, and in our work with diversity membership organisations.

Many of our people work flexibly in some way and we are open to considering how we can accommodate flexible working arrangements alongside role requirements. If this is important to you, please talk to us about it during the recruitment process.