Facilities Assistant/Receptionist

Location: Cambridge
Discipline: Facilities
Contact name: Sean Smith

Contact email: [email protected]
Contact phone: 01223222299
Vacancy reference: 018709
Closing date: 30 November 2022

The role

To be an integral member of the Facilities team and to take responsibility for all questions and queries ensuring that staff and partners have access to a comprehensive and high quality facilities service which provides outstanding customer service to both internal and external clients.  This is a full time, permanent role.


Responsible to: Facilities Team Leader


Key relationships will include: clients, facilities group, executive support services and business support, fee earners, partners and contractors.


The activities

Facilities tasks

*                Set up meeting rooms/tables and chairs as per requirements in a timely manner, including IT equipment.

*                Cover colleagues in periods of absence, both planned and unplanned.

*                Flexibility to assist with any team task as required

*                Assist the marketing events team with any events that are held in the London office and any printing and production of materials for seminars and small workshops.

*                Assist staff and partners with all their facilities related enquiries and pass enquiry to another team member if you are unable to assist.

*                Monitoring emails sent to the Facilities team inbox.

*                Assist line manager in tasks as delegated.

*                Chaperoning and organising contractors where required

*                Raise purchase orders as and when required

*                Monitor the Cambridge office fax inbox and forward on appropriately

*                Ensure the office equipment and furniture is usable and arrange repairs or replacement as necessary. Be aware of how to operate the office equipment correctly and know the procedures to follow in the event of faults or damage.

*                Report building maintenance issues and areas of damage to your line manager.


Reception duties

*                Ensure reception desk is manned between the hours of 08:00 and 18:00.

*                Welcoming visitors to the firm in a polite and professional manner.

*                Prepare client list for following day for the building management reception team.

*                Liaising with internal clients to ensure that visitors are escorted to their appointment with the minimum of delay.

*                Maintaining the meeting room diaries and advise colleagues on the most appropriate room option as per their needs.

*                Coordinate catering requirements with the Cambridge Catering team for client meetings, seminars and mediations.

*                Keep the Client Services area clean and tidy including carrying out meeting room checks

*                Host clients in the client business lounge and assist with any queries they may have

*                Organise swears as and when required.

*                Ensure all incoming and outgoing calls are handled in an efficient and professional manner and are answered within three rings.

*                Deal with any calls transferred back from our outsource provider for internal investigations and help.

*                Cover colleagues in periods of absence, both planned and unplanned.


Reprographic duties

In quiet periods you may be asked to assist with the reprographics service to the firm including:

*                photocopying documents and plans

*                collating documents

*                binding documents

*                printing documents and plans

*                scanning documents and plans (PDF)

*                copying and producing CD bibles

*                Charging the relevant work to client matter numbers via CopiTrak

*                Ensuring that all work leaving the department is checked with regard to quality or reproduction, as requested by the client.

*                Liaise with our IT department and our third party suppliers to ensure adequate stocks of reprographic consumables are held to undertake requests.


IT skills

*                Be familiar with the features of the software packages used in your area that will include some or all of the following:

*                Outlook (calendar, contacts and tasks)

*                Mercury

*                Word/Desktop/Interaction

*                Worksite 8

*                Power Point* / Excel*/PMS* (*if applicable)

*                Elvis (Visitor Management System)


Pre-employment screening

Please note that, in the event that we make an offer of employment, we will conduct pre-employment screening that includes checks relating to your professional and academic qualifications, references from previous employers, your eligibility to work in the UK and any disciplinary history recorded with the Solicitors Regulation Authority (SRA). You will also be required to complete a self-declaration to access your character and suitability.

The Mills & Reeve Business Services career structure


We have a firm wide Business Services career structure and a published career progression framework.  Within the firm wide career structure there are five career levels.  For the purposes of the framework, this role is at an Assistant level and the role profile that details the outcomes and activities expected of across the firm is included with this job description.  Further information on the firm’s Business Services career structure is available from the HR team.


The package

As you would expect, the firm offers a generous salary and benefits.  The firm’s standard benefits are detailed in the following link:



The firm

What really sets Mills & Reeve apart from other law firms is the way we work with our clients. We understand that clients, in the 21st century, no longer want a traditional law firm – they want one that embraces forward thinking approaches to service, billing, commercial know-how, innovation, people management and community engagement.


Why not find out more about what it’s like to work at Mills & Reeve by taking two minutes to watch our video?



And finally

Mills & Reeve is committed to providing an inclusive and supportive working environment. We are happy to consider flexible working arrangements and endeavour to achieve the right balance for both our people and the business. This attitude to flexible working ensures we continue to provide outstanding service to our clients, whilst allowing our people to develop their careers in the knowledge that personal priorities will remain just that.


Mills & Reeve is committed to promoting equality, diversity and to providing an inclusive and supportive environment. Please click the link below to find further information regarding our diversity policy.




If you would like any more information about Mills & Reeve, you can visit our website by clicking on the following link: