Facilities and Workplace Coordinator

The role

We have an exciting opportunity for a Facilities and Workplace Coordinator to join us on a permanent basis. Part of a team of three, the role has a primary focus on maintenance, first line response, emergency plans and responsibility for our environmental management system. This role also includes a mix of hands-on and administrative tasks as well as liaising with suppliers, subcontractors, internal clients and other Business Service colleagues.

Role responsibility

• Managing hard services maintenance contracts,  including running review meetings.
• Leading on projects to meet our responsible business ambitions; ISO14001, ESOS, Carbon reduction etc.
• Acting as the main point of contact for fire wardens and first aiders, updating and maintaining the emergency planning process.
• Liaising with the Managing agent for building issues (security/maintenance/utilities).
• Managing storage, desk booking process and other needs to support an agile environment.
• Contributing to the annual budgeting process.
• Contributing to the induction process for new joiners.
• Maintaining the Facilities Department pages on the Firm's intranet.
• Obtaining quotes for items, services and projects and submitting for approval.
• Playing an active role in annual shutdowns, and project works.
• Managing sub-contractors RAMS, permits to work etc.
• Developing and maintaining a sound understanding and experience of meeting health and safety obligations and risk assessments.

About you

Ideally you will be able to demonstrate;

• Experience of working in a facilities role within an office/corporate environment. Including managing teams of contractors, engineers and other external support.
• Experience of managing supplier contracts.
• Experience of managing Health & Safety in the workplace.
• Excellent customer service skills with keen focus on generating and maintaining exceptional working relationships with internal clients.

• Strong organisational skills, with the ability to organise and prioritise your own workload effectively.
• A very keen interest in environmental and sustainable service delivery.
• Strong communication skills, confidence in communicating effectively with both internal and external stakeholders at all levels.
• Good problem-solving abilities.
• The ability to respond to emergency situations positively and proactively.

Technical Knowledge/Professional Qualifications

• IOSH Managing Safely qualification.
• Knowledge of H&S processes and procedures.
• Ability to use Health and Safety DSE assessment software.
• Good knowledge of Facilities/Workplace Management and customer service.
• Understanding of commercial practices and industry best practice.
• Strong IT skills across a broad range of software. 
• Ability to use an access control system and a Building Management System
• A Facilities Management qualification and / or membership with the IWFM would be advantageous.

Benefits

• Competitive salary
• 25 days annual holiday
• Permanent Health Insurance
• Life Assurance
• Interest free Season Ticket Loan
• Private Healthcare
• Pension Scheme
• Staff Introductory Scheme
• Employee Assistance Programme

About us

We are a London based, full-service law firm, specialising in providing straightforward advice to entrepreneurial businesses and individuals on domestic and international matters.

We have grown substantially in recent years, including two mergers and an office move. We’ve also matured in terms of our approach to providing advice to our clients, seeking to simplify and improve the experience of working with a modern, independent law firm.

We’re proud of our journey. Without losing sight of where we’ve come from, we are focused on where we’re going. We are evolving and growing every day. And just like our clients, we are ambitious and moving forward. Many of our clients are entrepreneurial, ambitious enterprises who are often privately or family owned, or private equity backed. We are one of the only London based law firms with a large private wealth offering alongside significant business law capability.

The firm also advises major corporates on particular specialist legal matters who find our straightforward approach a compelling alternative to larger, less personal firms.