Facilities Co-ordinator

JOB DESCRIPTION

Post Title: Office and Facilities Co-Ordinator

Department: Administration

Responsible to: Head of HR, Learning and Facilities

Hours of Work: 35 hours per week

Job Purpose:

This role will be General Office based, but the role holder will be required to work across the firm assisting the Head of HR, Learning and Facilities with the maintenance of the organisations physical infrastructure. The role holder will assist to ensure that all facilities are safe, functional and well maintained.

The role will also include working both in General office and on Reception, as staffing needs dictate.

Main Duties: Office

1. General office:

Daily tasks will include, but not limited to, dealing with all incoming/outgoing mail, monitoring of Eaton Smith email inboxes, stationary ordering, deeds and archiving tasks and preparing teas and coffee's for both internal and external meetings

Additional office tasks include dealing with requests from Clients/Solicitors requesting deeds and wills. This process includes the retrieval from storage (on site/off site storage also), preparing all relevant paperwork (including cover letter/schedules as appropriate) and arranging collection with the client or posting out as required.

Shopping for supplies of tea, coffee, biscuits and other sundry items. Also ensure tea/coffee supplies are maintained on each floor).

2. Reception:

Provision of cover on Reception to cover for holidays and sickness and lunchtime cover also.

Main Duties: Facilities

1. Facility Maintenance:
Assist the Head of HR, Learning and Facilities with the maintenance and repair of buildings, equipment and systems to ensure they are in good working order. This includes ensuring the car park is clean and tidy and safe in winter months.

Assist with the development and implementation of preventative maintenance programs to minimize downtime and extend the lifespan of assets.

2. Safety and Compliance:
Assist the Head of HR, Learning and Facilities in ensuring all facilities comply with health, safety and environmental regulations

Assist with regular inspections and audits to identify and mitigate potential hazards

Assist in maintaining up to date records of safety inspections, incidents and corrective actions


3. Space Planning and Management

Assist the Head of HR, Learning and Facilities with the re-organisation of office layouts or the rearrangement or removal of office items of furniture.

Assist with the Coordination of office moves, renovations and refurbishments

4. Sustainability and Environmental Initiatives:

Assist the Head of HR, Learning and Facilities in promoting and implementing sustainable practices to reduce the environmental impact of the facilities

Assist with the monitoring of energy usage and implementation of energy saving measures

Support with initiatives to reduce waste and improve recycling programs


Qualifications:

Education - A qualification in Facilities management or someone with NEBOSH experience or similar would be advantageous but not essential.

Experience - Experience in a similar role would be advantageous

Skills:

* Good team player with the ability to support colleagues and priorotise workloads when required.
* Ability to communicate effectively at all levels and have the ability to listen and interpret instructions
* Must be well organised, flexible, conscientious and with a 'can do' practical attitude

Search is an equal opportunities recruiter and we welcome applications from all suitably skilled or qualified applicants, regardless of their race, sex, disability, religion/beliefs, sexual orientation or age.