Facilities Coordinator - Birmingham, United Kingdom - Kennedys Law

Kennedys Law

Verified Company

Birmingham, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Kennedys is looking for a Facilities Coordinator to join our Birmingham office. The Facilities Coordinator will be responsible for the provision of support services to an exceptional standard to the office

To be the point of contact for any onsite services such as, print, mail, security etc. whilst coordinating all client events. Ensuring the office is to the required standards to work from and aligned to Kennedys brand.

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 Kennedys offices.

Key responsibilities

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
Coordinate 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