Facilities Coordinator

Exciting Opportunity to join a global law firm based in Chelmsford and be part of an outstanding Facilities team.

Team

The Facilities team provide strategic support on projects, risk management, contract management, budget management and ensures the firm acts in accordance with local regulations and ISO standards.

The Facilities team have presence in all across all offices.

Key responsibilities

• Internal - Build and maintain strong relationships with onsite stakeholders and teams
• Forge positive and open relations with wider team members and business services teams
• External - Build and maintain strong relationships with third party service providers and subject matter experts across the industry
• Be the key point of contact for the office, and internal queries. Reporting any major issues or concerns to the Senior Facilities Coordinator
• Being the active presence for the onsite teams and stakeholders proactively handling any concerns ensuring that rectification actions are quickly established and executed
• Ensuring all offices provide a great working environment to Kennedys staff and a presentable environment to our clients
• Developing good working relationships with contractors when onsite, and ensure service is aligned expectations
• Booking maintenance tasks and issuing permits
• Ensure that the Firms' Support Services are maintained and consistently delivered to a high standard
• Front of House - reception, ensuring meetings are facilitated and catered for
• Maintain up to date records and adhere to the essential competencies and Service Level Agreements for the role
• Undertake and manage ordering and stock control for items such as stationery
• Co-ordinate the Facilities Management and property maintenance tasks including Health & Safety.
• Monitor mailbox and deal with enquiries/direct to the correct person
• Ensure MFD's are operational daily and report any issues to the relevant teams
• Process incoming mail (this involves internal distribution and uploading to the case management system) as well as dealing with outgoing mail
• Maintenance - logging helpdesk jobs, arranging building access and permits
• Archiving
• Process and track invoices relating to orders for Facilities
• Provide holiday cover for team members to include assistance with incoming and outgoing post and ordering stationery.
• Provide support to the Facilities Leadership Team to include processing expenses and booking travel as and when required
• Provide administrative support to the wider facilities team as and when required.
• Provide holiday cover for team members including other offices
• Working with the wider facilities management to increase the profile of the FM team through

Required experience

• Facilities management experience, in particular within professional services would be advantageous
• Efficient and diligent document management
• Excellent administration skills
• Excellent communication skills and attitude to provide a first class service to clients
• Ability to identify and proactively manage user concerns or queries
• Ability to be flexible on approach towards others, identifying what stakeholders require from you
• Willingness to travel between all UK offices to ensure the single team ethos is maintained across the team.
• Team player