Facilities Coordinator - Guildford, United Kingdom - Stevens & Bolton

Stevens & Bolton

Verified Company

Guildford, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Term:

Permanent
Working hours:
Fulltime
Practice area:
Facilities
Location:

Guildford

The RoleWe have an excellent opportunity for a Facilities Coordinator (Soft Services) to join our team. This is a key role forming part of a nine-person team reporting directly to the onsite Facilities Manager. The role will administer the operation of quality services to our clients and staff within our newly renovated state of the art offices in central Guildford.

The new offices have sustainability, employee and client experience at its heart, with RICS SKA silver environmental assessment and Fitwell ratings.

This role will be a key part in the retaining a first-class work environment as well as supporting its responsible operation.

In this role you will be performing a variety of tasks including providing vital support to the Facilities Management team.

You will also be assisting in the management of soft services to ensure the highest standards are maintained.

KEY REPONSIBILITIES

Supplier co-ordination & management:

Provide a key day to day point of contact, building effective relationships with the external providers and ensuring they are delivering quality services to the business.
Assist with reviewing supplier services as needed to ensure the office is providing a highquality environment that always meets (and exceeds) the needs of staff and clients.
Work with the Facilities Manager to manage costs and service provision effectively.
Support the Facilities Manager with contract management as well as tendering / procurement exercises to ensure quality of service and value for money.

Office hospitality:

Work with the BD/Marketing team on collating requirements, communicate and plan for external events accordingly
Be the point of contact for the logistics for all internal events including managing the event space bookings/catering/layouts.
Ensure that the offices and suppliers are ready to host events, including space set up with the Facilities Team, arranging hospitality, catering (for internal events only), and cleaning teams.
Coordinate and oversee the suppliers (external caterers and other vendors) to ensure they understand the highlevel service quality expected and deliver to it.
Keeping track of invoicing and overall facilities costs for events.
Manage the refreshments stock for all events as well as ensuring there is sufficient in the office for adhoc entertaining
Supervise and assist at events oversee, and coordinate the smooth running of events (both internal and external) acting as a responsible person (First Aider and Fire Marshal); to include on site staffing and post event follow up.
This will require evening work for a minimum of twice a month, usually on a Thursday. Overtime to be paid or time off in lieu.

Office Use & Safety:

Occupancy statistics supporting the analysis around building and facility use and ways in which we can improve the use of the space.
Car parking supporting the provision of our staff and client carparking liaising with Guildford Borough Council to manage our permits
Health & safety helping to ensure that office health & safety requirements are met, including workstation assessments and training.
Policies & guidance supporting the development and updating of staff and client policies around how to best use the office space and its softservices.

Environmental, Social, and Corporate Governance (ESG)
The Firm is focused on being a responsible business and this role support in helping to keep the ESG agenda running through everything that we do:

Supporting energy management and reporting
Supporting sustainable procurement and supplier management

Hands on Office Support:

Reception support as required provide Reception cover on an as needed basis typically for one afternoon a week and as needed during periods of leave, absence and on a rota basis over the lunchtime period.
Post room/reprographics support as required in busy periods provide support for sorting, scanning, and distribution of incoming mail.
Provide photocopying, scanning, and printing support as required.
Help with the collection and franking of outgoing mail process letters for printing and complete envelope fulfilment requirements
Assist with document management in relation to physical and recording of archiving and destruction under our document retention policy and systems

**Please note this is an office-based role. The Firm does operate an agile working policy but given the nature and focus of this role there is a requirement for it to be office based. There will be some limited flexibility.

Qualifications and Experience
Previous experience of office facilities management (soft services) and hospitality. Ideally in professional services but not essential
Knowledgeable of health and safety requirements in the facilities function
Experience of vendor management
Excellent knowledge of O