The role

We are hiring a Property & Workplace Assistant to join our Property & Workplace team in Edinburgh.

The role will be responsible for delivering and sustaining agreed levels of support to all staff within the office and to ensure smooth running of all services to meet the business needs, whilst also promoting the professional image of the firm.

The DLA Piper Property & Workplace department provides premises and office services including management and maintenance of the firm’s property portfolio and business support services including but not restricted to maintenance, storage, archiving, mail services, logistics, catering, vending, reception, switchboard services, security , cleaning, hospitality and meeting room support, refurbishments, projects and relocations, health and safety compliance.

MAIN DUTIES AND RESPONSIBILITIES

• Politely and professionally deal with colleagues, customer and clients
• Book any services undertaken by Property and Workplace using agreed procedures and paperwork
• Professional interface to customers and clients
• To ensure all areas controlled by Property and Workplace are clean and tidy at all times
• To provide such assistance as necessary to support the business

Post Room

• To ensure all incoming and internal mail is quickly and correctly sorted and distributed within the specified times agreed by the Property and Workplace Team Leader
• All external mail is correctly sorted and labelled ready for collection
• To answer any queries in a polite informative manner
• To book outgoing courier deliveries and ensure they are collected within a reasonable time and to collect and distribute incoming courier deliveries within a time agreed by the company
• To keep the offices and floors clear of any rubbish or obstructions and to ensure the company Health and Safety Policies are followed
• Order and deliver files and deeds
• Deal with travel queries and deliver travel documents to internal staff
• Ensure that any moves or movement of items within or between the various offices is done so in a safe fashion in line with the company’s policy on Manual Handling
• Ensure an adequate level of stationery, as agreed by the Property and Workplace Team Leader, is  kept within the department and is distributed as required to all staff
• To ensure all other responsibilities of the Property and Workplace department are carried out to a high level of quality
• To carry out any reasonable task required of you

Service Support

• Provides porterage and other duties as required
• Take responsibility of tasks from initial communication to resolution
• Deal with all requests in a helpful and professional manner
• Take ownership of all actions
• To answer any queries in a polite informative manner
• Ensure adequate communication / feedback to the Property and Workplace Team Leader and customers as required
• Ensure service agreements are adhered to
• Provide feedback to the Property and Workplace Team Leader on ideas for improvements to services provided
• Liaise with the Property and Workplace Team Leader in the organisation and implementation of building projects/internal moves and determining and procuring items for sites
• Ensure DLA Piper meets all Health and Safety and statutory requirements in accordance with relevant regulations

ABOUT YOU

• Able to deal professionally and politely with clients, customers and colleagues
• Excellent communication skills
• Uses initiative
• Displays flexibility to ensure delivery of Property and Workplace services
• Demonstrates teamwork within the Property and Workplace department
• Takes responsibility for work and actions
• Responds to instruction in a positive manner
• Maintains professionalism when under pressure
• Ensures Health and Safety regulations are adhered
• Adheres to Firm’s Health and Safety policies

The Department or Practice Group
The Property & Workplace department provides a range of operational support and Facilities services to our International offices and clients including reception/reprographics/printing services, post and courier services, client services, maintenance, archiving and health and safety.

ABOUT US
DLA Piper is a global law firm with lawyers and business service professionals located in more than 40 countries throughout the Americas, Europe, the Middle East, Africa and Asia Pacific. Our global reach ensures that we can help businesses with their legal needs anywhere in the world. We strive to be the leading global business law firm by delivering quality, service excellence and value to our clients and offering practical and innovative legal solutions to help them succeed. Our clients range from multinational, Global 1000, and Fortune 500 enterprises to emerging companies developing industry-leading technologies, as well as government and public sector bodies.

OUR VALUES
In everything we do connected with our People, our Clients and our Communities, we live by these values:

• Be Supportive – we are compassionate and inclusive, valuing diversity and acting thoughtfully
• Be Collaborative – we are proactive, passionate team players investing in our relationships
• Be Bold – we are fearless and inquisitive, challenging ourselves to think big and find creative new solutions
• Be Exceptional – we are strategic and driven, exceeding standards and expectations

DIVERSITY AND INCLUSION
At DLA Piper, diversity and inclusion underpins how we live our values and everything we do. We believe that everyone has a voice, and that everyone’s voice counts. We know that the rich diversity across our firm makes us stronger, more innovative and creative, which helps us to better serve our clients and communities. We are committed to providing an inclusive working environment and culture across our global firm, where everyone can bring their authentic self to work.

Diversity of perspective, thought, background and culture combine to make us the leading global law firm; that’s why we actively seek to build balanced teams. We welcome the unique contribution that you will bring to our firm and actively encourage applications from all talented people – however your talent is packaged, whatever your background or circumstance and regardless of how you identify.

HYBRID WORKING
We recognise that people have responsibilities and interests outside of their career and that as a business, we all benefit from working flexibly. That’s why we are open to discussing with candidates the different ways in which we are able to support requests for agile working arrangements.

PRE-ENGAGEMENT SCREENING
In the event that we make an offer to you, and where local legislation permits and where relevant, we will conduct pre-engagement screening checks that may include but are not limited to your professional and academic qualifications, your eligibility to work in the relevant jurisdiction, any criminal records, your financial stability and work-related references.