Facilities Coordinator

Salary: £30,000 – £33,600 per year

Our client is an award winning Law Firm and have an exciting opportunity for a Facilities Coordinator (client side) based out of their Manchester office

Purpose of the role

To pro-actively undertake all administrative and operational duties within the Facilities team and to provide support for all office and hybrid workers.

General Responsibilities

– Organise Facilities team meetings, agenda & minutes

– Ensure Starters/Leavers/changes processes are followed through effectively

– Assist in arranging firmwide communications as required

– Check building’s invoices prior to approval

– Manage the upkeep of the Business Operations intranet site, as required

– Assist with collation of documents/information for tender requirements

– Keep the firmwide furniture inventory up to date

– Co-ordinate and ensure all necessary reports and documents are completed as necessary

– Maintain the Facilities Team ‘Out of Hours & Emergency Contact’ details & distribute amendments

– Co-ordinate departmental L&D training requirements 

– Co-ordinate the upkeep of the BCP Plan, policy, register, data site and lessons learnt documentation

– Assist with the administration of setting up new suppliers/contractors

– Co-ordinate the findings from cleaning audits ensuring issues are flagged with the Facilities Supervisor

– Ensure lockers, locker boxes, keys, alarms fobs and OneCards are prepared and explained to new starters

– Liaise with onsite contractors and ensure requests are resolved satisfactorily

– Co-ordinate contracted and onsite parking permits and support with the WPL licence process

– Continuous review of all documentation displayed in our offices to ensure accurate and current

– Undertake any other duties commensurate with the role

– Provide office cover for Facilities Assistants regarding housekeeping requirements as necessary

– Monitor multiple inboxes and respond to queries 

Security:

– Co-ordinate door access amendment requests

– Cover other aspects within the Facilities Team during holidays/sickness

– Check and action firm wide office alarm checks

– Co-ordinate the allocation/management of ‘OneCards’ and the ‘Way2Pay’ system

Environmental, Health & Safety:

– Assume responsibility as fire warden

– Carry out RA’s as required

– Co-ordinate the completion and recording of RAMS required for social events/maintenance works

– Co-ordinate and maintain the DSE training register

– Co-ordinate the collation and inputting of EH&S data into our management systems

– Ensure First Aid at Work trained person/s available and adequate provisions maintained

– Maintain the upkeep of all EH&S information on the intranet and around our buildings

– Co-ordinate HS&E meetings and take & distribute meeting minutes

– Undertake general inspection duties and drive completion of CAP actions in a timely manner (ISO)

– Promote the firms ongoing commitment to improvements in EH&S

Technical skills

– Proficient in Microsoft Office

– H&S knowledge and experience (essential)

– Hold IOSH Managing Safely (essential)

– NEBOSH General certificate or equivalent (preferable)

– Methodical and organised approach with keen eye for detail

Compliance

– Once in post, you will be expected to be familiarise yourself and be compliant with our full range of regulatory policies and procedures including: equal opportunity and diversity, data protection and confidentiality/security, anti-bribery and anti-money laundering etc. 

– You will also be required to undertake mandatory compliance training as required 

Person specification

– Excellent co-ordination skills

– Accuracy and attention to detail

– A self-starter with confidence to interact with various types of stakeholders

– Ability to work both independently and collaboratively, as needed

– Effective communication skills with the ability to build and maintain relationships with clients & colleagues

– Good organisational skills, with the ability to multi-task

– Strong customer service and communication skills

– Good time management

– Flexibility in line with changing business requirements