Workplace Assistant

Location: Leeds

On site, based in the Leeds office

Contract Type: Permanent

About HF

People. Not just lawyers

We’re not your typical law firm – we’re people with a passion for helping our clients and each other achieve the best possible outcomes. We are leading legal advisers to the insurance and commercial sectors across the UK & Ireland, known for our innovation, client focus, and long-lasting relationships. We do things differently, with a forward-thinking approach built around our clients’ needs, supported by cutting-edge technology and a culture built around people from a wide range of backgrounds who are taking an equally wide range of routes to building their careers in law.

About The Role

To provide a combination of hands‑on and administrative support to the Facilities team, ensuring the smooth, safe, and efficient running of the Leeds office. The role requires a visible onsite presence based within our Leeds office, strong organisational skills, and a proactive, service‑focused approach.

This is what the hiring manager, Philip, says about the role;

"This is a varied and busy role office based role, so we’re looking for someone proactive, enthusiastic and confident to join the team. Working closely with a number of different departments within the business, this is a great opportunity for someone who enjoys keeping things running smoothly within the office environment and takes pride in creating a positive, well-organised workplace."

Key Responsibilities

What you’ll be doing

• Provide efficient day ‑ to ‑ day Facilities support, responding promptly to requests from colleagues, clients and visitors.
• Act as a visible and approachable onsite presence, ensuring Front of House standards are maintained.
• Manage meeting room bookings, setups, layouts, specialist equipment and refreshments as required.
• Support office moves, reconfigurations and Facilities ‑ led projects.
• Liaise with the Facilities Co ‑ ordinator regarding onsite requests, issues and deliveries, including occasional manual handling.
• Demonstrate practical knowledge of Facilities operations, workplace systems and office equipment.
• Carry out regular office Health & Safety checks and walkarounds in line with procedures.
• Support Fire Marshal duties where required.
• Assist with access pass management in accordance with starter and leaver processes.
• Support DSE assessment administration.
• Manage stock checking and ordering of office consumables across HF sites.
• Handle inbound and outbound calls with suppliers, contractors and colleagues confidently and professionally.
• Respond positively to changing operational priorities and reactive Facilities requests.
• Provide support across a range of Facilities activities, including peak periods and office changes.
• Assist with Facilities projects, including collecting and presenting data and liaising with suppliers.
• Support the booking of business travel in line with the business travel policy.
• Undertake reasonable additional duties as required, including cross ‑ training and supporting other operational support teams.