Facilities & Events Assistant – Facilities – Bristol

Vacancy details

Join us in this newly created role ensuring that events and daily front of house operations run smoothly within the firm.

Your key focus will be to provide support for internal and external events in our Bristol Office (during office hours and evening events), but also work alongside our experienced front of house and operations team.

We run a mixture of high-profile events attracting attendees nationally, this is a varied role where you’ll do a mixture of events coordination, hospitality duties, reception support and facilities administration.

The role covers a 7.5 hour working day with a typical start time of 7am, however, we offer flexible working when you support with evening events – these tend to be once or twice a week running from 5:30 – 9:30pm (this may vary with business need).

Role: Events & Facilities Assistant
Location: Bristol
Hours: Full Time
Term: Permanent
Vacancy Reference: 1298-BBL

Who we are

You’ll be joining a national law firm that enjoys a strong reputation, made possible by our exceptional people – each chosen for their industry knowledge and passion for their field. We want to help you to reach your full potential, love the work you do and deliver the best results for your clients. It’s our goal to make you feel great about working with us, and we work hard to cultivate a culture that makes it easy for you to stay with us for many years.

We work flexibly and you’ll be empowered to work where you do your best work, balancing your individual needs with the need for us to engage as teams and deliver excellent client service.

Day to day, you’ll be successful in this role by:

The responsibilities within this role will be wide ranging and varied day by day, with a priority on facilities tasks around Events and Meetings within the Bristol location.

Events and Hospitality

Event Support – Attend and supervise events, ensuring they run smoothly both during and after office hours.

Liaison – Point of contact between teams for event organisation, ensuring clear communication of requirements.

Event Setup – Set up rooms for events, including catering and hospitality arrangements, ensuring that all needs are met.

Post-Event Support – Assist with event clearing and returning rooms to their original state.
Room and Hospitality Bookings: Manage room reservations and hospitality requests, coordinating with internal and external stakeholders.

General Health & Safety – Function as a designated Fire Warden and First aider at out of hours events (training provided) ensuring compliance with health and safety regulations.

Front of House and Reception

Meet and Greet – Welcome visitors, ensuring they feel comfortable and attended to

Visitor Registration – Register visitors upon arrival, providing them with the correct lanyards and access passes, ensuring compliance with security protocols.

Telephone and Switchboard Duties – Promptly and professionally answer incoming calls, passing on accurate message where required.

Reception Duties – Assist with any other reception-related duties as required, always maintaining a professional front of house presence.

Facilities Support

Stock Management – Assist with ordering and maintaining stock for kitchens and other communal areas.

Deliveries – Follow procedures for logging incoming deliveries, ensuring they are directed to the appropriate teams

Starter and Leaver Administration – Introducing new starters to our Bristol office, including Health and Safety Walk arounds, supplying or removing access passes in compliance with our CW policies and procedures.

Ad Hoc Administration – Provide administrative support to the facilities team, which may include tasks such as scanning, printing, and processing reprographic work for fee earners.

Security Compliance – Adhere to the firm’s physical security policy, ensuring that visitors and staff comply with established protocols.

Record-Keeping – Accurately record visitor, event, and facilities-related information on the firm’s systems

Personal Attributes

Flexibility – Be prepared to adapt to different working scenarios, including working outside normal office hours when required for events.

Communication – Liaise and communicate effectively with stakeholders, including internal departments, external vendors and visitors.

This role is right for you if:

• Previous experience in a facilities, events or front of house / reception role.
• Previous experience in hospitality with some conference or events knowledge.
• Candidates from a professional services environment will be preferred.
• A history of providing an excellent service delivery.
• Effective communication skills and able to collaborate with both internal and external stakeholders.

So, if you have front of house experience and are looking to step up to an Events role… Click apply now!

What we can offer you:

A career at Clarke Willmott will feel different to other law firms. We thrive on our individual differences and diversity because as a team, we are united by our shared values and mutual respect. Working with us you will feel empowered, valued and free to be yourself in a safe and supportive environment.

Our mission is to help you realise your full potential whilst maintaining a positive work-life balance. We provide a comprehensive learning and development programme and a range of wellbeing initiatives to support your career journey.

There’s no doubt we expect the best from our people and even the occasional extra mile. In return, your dedication and commitment to the continued success of the firm will be rewarded with a comprehensive range of flexible benefits.

Listen to what a few members of our team have to say about what life here at Clarke Willmott is really like, to see if it’s the right fit for you.

Apply

If you would like to apply for this vacancy, please send us your CV and covering letter using the form below.

(If you have any difficulties with the form, you can email your application to us at careers@clarkewillmott.com)

As a firm we are committed to protecting the privacy and security of your personal information. Our recruitment privacy notice details how information is collected, processed and how long it is retained for.