Facilities Coordinator - London, United Kingdom - Browne Jacobson

Browne Jacobson
Browne Jacobson
Verified Company
London, United Kingdom

2 weeks ago

Tom O´Connor

Posted by:

Tom O´Connor

beBee Recruiter
Description

Vacancy details:


Facilities Coordinator
  • London
:


Vacancy type

  • Specialist

Level

  • Mid

Business area

  • Support

Duration

  • Permanent

Hours

  • Full time

Location

  • London

Reference number

  • Hm180823

Job title

  • Facilities Coordinator

Team

  • Business Operations

Vacancy owner

  • Helen McPake
At Browne Jacobson, we've always worked across business and society, and this expertise sets us apart. Social and environmental impact are at the top of our business agenda. We champion fairness, make the complex simple and forge connections between clients to find creative solutions. This is how we improve outcomes for every person, community and business we serve.

With offices in Birmingham, Cardiff, Dublin, Exeter, London, Manchester and Nottingham, we're a UK & I based law firm with an international reach


Our sectors include:

health; real estate and construction; education; energy and infrastructure; financial services; government; insurance; manufacturing and industrials; and retail, consumer and logistics.

We nurture talent at all levels and from every background and celebrate what makes people individuals.

Law needs all voices to reflect the society it serves and we're working towards social mobility, diversity and inclusion in our firm - and our profession.

We strive to create meaningful personal and professional development opportunities and offer flexible working in support of a good work-life balance.

We focus on wellbeing and individuality, so that all our people can thrive.


Why is this role important and how does it fit into the team, department and wider firm?


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


What does the role actually involve?

  • Organise Facilities team meetings, agenda & minutes
  • Ensure Starters/Leavers/changes (SLC) 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
  • Coordinate and ensure all necessary reports and documents are completed as necessary
  • Maintain the Facilities Team 'Out of Hours & Emergency Contact' details & distribute amendments
  • Coordinate departmental L&D training requirements
  • Coordinate the upkeep of the BCP Plan, policy, register, data site and lessons learnt documentation
  • Assist with the administration of setting up new suppliers/contractors
  • Coordinate 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
  • Coordinate 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
  • Provide office cover for Facilities Assistants regarding housekeeping requirements as necessary
  • Monitor multiple inboxes and respond to queries

Security:

  • Coordinate door access amendment requests
  • Cover other aspects within the Facilities Team during holidays/sickness
  • Check and action firm wide office alarm checks
  • Coordinate the allocation/management of 'OneCards' and the 'Way2Pay' system

Environmental, Health & Safety:

  • Assume responsibility as fire warden
  • Carry out RA's as required
  • Coordinate the completion and recording of RAMS required for social events/maintenance works
  • Coordinate and maintain the DSE training register
  • Coordinate 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
  • Coordinate 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

Person specification

What technical skills are required for someone to be successful and enjoy the role?

  • 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

Who would be a good fit for this role?
As part of the Facilities team, you would be expected to have the following skills and experience:

  • Effective communication skills with the ability to build and maintain relationships with clients & colleagues
  • Accuracy and attention to detail
  • A selfs
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