Facilities Co-ordinator

Facilities Maintenance:

• Assist in the maintenance and upkeep of the premises, including office spaces, conference rooms, kitchens, and common areas.
• Coordinate and oversee repairs, maintenance, and service contracts for building systems and equipment (e.g., HVAC, plumbing, electrical, security, and fire safety).
• Management and tracking of all Assets and the associated timescales, through database provision and planners.

Space Management:

• Assist in space planning and allocation, ensuring that the office layout meets the needs of the firm and adheres to health and safety regulations.
• Oversee office moves, reconfigurations, and desk assignments, as and when necessary.
• Set up and manage physical requirements for Ground Floor flexible internal meeting area, auditorium, fee earner space and servery.

Health and Safety Compliance:

• Monitor and enforce health and safety standards in accordance with UK regulations.
• Conduct regular safety inspections, identify potential hazards, and implement corrective actions.
• Provide advice and support for DSE.
• Manage bespoke H&S spreadsheets and documentation.
• Perform inductions to new starters.

Budget and Contract Management:

• Liaise with external vendors and contractors to ensure the timely completion of services, repairs, and maintenance work.
• Manage internal relationships and contracts.
• First point of contact for all landlord requirements.
• Populate departmental spend databases.

Budget Management:

• Assist in developing and managing the QH Support facilities budget.
• Keep track of expenses, ensure cost-effectiveness, and report on budget variances.

Environmental Sustainability:

• Implement and promote sustainable practices and initiatives within the office to reduce the firm's environmental footprint.

Emergency Response:

• Develop and maintain emergency response plans, conduct regular drills, and ensure the availability of first-aid and emergency equipment.

Team Collaboration:

• Collaborate with the Facilities Manager, administrative staff, hard and soft service contractors and other departments to address facility-related concerns.
• Provide backup support during the Facilities Manager's absence.

• Experience of supporting fee earner and legal requirements.
• Experience setting up large scale meetings and the associated communications and support.
• 5 years working in a professional services firm, listed buildings experience would be advantageous.
• Excellent organisational skills with the ability to prioritise work.
• Exceptional customer service skills.