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Date Added: Tue 09/05/2023

Facilities And Procurement Assistant

Liverpool, L3, UK
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Job Type: Permanent, FullTime

Salary: £20000 - £25000/annum

Facilities and Procurement Assistant
£20,000 - £25,000 Salary
Full Time, Permanent

Who we are:

CRA Consulting are a specialist legal recruiter, operating across the UK. CRA works in partnership with reputable law firms with either local, regional, national or international presence. We recruit at all levels from board, director and partnership level through to support staff.

For additional information on how we can assist you with your next career move, visit the CRA Consulting Website at (url removed).

About the business:

Our client is a Future Facing firm. With 75 offices in 43 countries and 4,800+ lawyers worldwide, they combine deep sector understanding with a global overview. They are driven by technology and readily embrace the possibilities it opens up for developing new and better ways of delivering legal services. Their bold approach to a changing future ensures that they nurture employees and recruit top talent.

If successful, you will perform the following role as a Facilities and Procurement Assistant:

The Facilities and Procurement Assistant is a hybrid role made up of 50% facilities support and 50% administration support for the procurement functions.
The facilities support element encompasses office management, customer service, health and safety, working environment maintenance regimes etc. The procurement support element encompasses administrative support to the Procurement team including PO generation, reporting and more.

As Facilities & Procurement Assistant you will be the person on the ground responsible for the day to day running of a professional office environment. You will also provide administration support to the Procurement team.

Utilising all support available you will:
* Take ownership of problems and resolve through appropriate methods
* Understand the needs of colleagues on site and bring forward ideas and solutions where required
* Maintain site files and ensure that they are up to date and compliant with statutory regulations
* Place service calls for failed equipment
* Manage contractors on site and keep self and key contacts updated with ongoing maintenance issues
* Conduct H&S inductions with new joiners/arrange access pass/prepare desk/liaise with IT re set up
* Monitor Health and Safety on site to include regular inspections
* Assist where necessary with internal room networked devices - ensure these are tested and in good working order and report any issues to IT
* Liaise with cleaning company as necessary to uphold cleaning standards
* Ensure adequate stocks of required consumables e.g. cleaning products, coffee machine products, stationery
* uphold security on site by monitoring access points and ensuring temporary passes are recorded and tracked/ uphold building security procedures
* Build a relationship with landlord representatives and their agents; attend Occupiers' meetings to gather knowledge on wider estate issues where required
* Deal with post adhering to guidelines set up (Liverpool only)
* Log incoming post/couriers and distribute
* Prepare/package outgoing post
* Complete Billback
* To carry out administrative tasks supporting the wider business support team at CMS and ad hoc duties as and when required
* Provide Procurement based admin support such as monitoring the mailbox and creation and tracking of purchase orders
* Issue monthly reporting for the Procurement team to teams across the business
* Track savings achieved by the Procurement team
* Code invoices for various teams within the business
* Be the central point of contact for supplier invoices - distributing invoices for authorisation to the appropriate managers, monitoring same to ensure their timely return
* Check supplier invoices against purchase orders as appropriate, applying the relevant General Ledger or project codes and passing to Accounts Payable for processing.
* Assist the Procurement team in budget preparation
* Other Procurement administrative activities on request.

* Must be a self-starter and proactive
* Highly service focussed with a 'can do' attitude
* Well organised, able to plan and prioritise the work of self and others, with strong attention to detail
* The ability to listen, question and interpret information to understand requirements
* Problem solving skills and the ability to suggest and deliver creative/innovative solutions
* Good interpersonal skills, flexible to work with a range of styles and personalities
* Excellent verbal communication skills
* Ability to maintain standards when under pressure.
* Able to build strong relationships with key stakeholders e.g. landlord, contractors, Partners and internal staff, other Facilities teams when required
* Flexibility to support outside usual hours if required
* To deal with complaints or queries in a calm and professional manner and escalate when necessary
* A good decision maker, with the ability to use own initiative and work independently as well as a member of a team
* The confidence to make a decision when required and back it up if challenged

Experience and Qualifications:
* A good standard of general education, including Maths and English
* Experience of Customer Service &/or Reception areas
* Experience in a client facing role involving basic IT and AV support
* Experience of the above in either a law firm (preferable) or professional services environment.

The business will offer you the following employee benefits package:

* Firm wide bonus schemes
* Subsidised gym membership (50%)
* Free health assessments
* 25 days holiday + bank holidays
* Interest free loans
* Loyalty awards
* Insurances - private medical, dental, critical illness & income protection
* 5% pension contributions
* Extended Maternity/Adoption/Shared Parental
* Enhanced sickness & maternity pay
* Westfield health scheme
* Life insurance plan
* Flexible/hybrid working where possible

Additional Information:

CRA Legal follow strict best practice recruitment guidelines monitored by the Recruitment and Employment Confederation (REC). Please note our advertisements use salary levels purely as a guide. However we are happy to consider applications from all candidates who are able to demonstrate the skills necessary to fulfil the role
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