Facilities Administrator

2 weeks ago

London, Greater London, United Kingdom Bryan Cave Leighton Paisner LLP Full time

Department:

***
Facilities

Office location:

***
London

Reports To:

***
Facilities Team Leader

Position overview

  • Be the contact for of all calls and correspondence directed towards Facilities desk and department.
  • Undertake all administration tasks, including diary management, travel enquiries, health and safety administration, minute taking and administration support the facilities team in all areas.


The facilities team is responsible for the smooth operation of the UK offices; including security, maintenance, cleaning, catering, post, print, record management, health and safety, client services and reception, and general office support.


What's in it for you?

  • Working within the Facilities team, you will provide key support to the facilities department, working closely with other business services departments and all other key stakeholders at BCLP.


This is an excellent opportunity for a driven, organised and experienced individual to experience a hands on Facilities Administrator role at a top international law firm.


Responsibilities

  • Manage the Facilities help desk, and all incoming communication; allocate tasks accordingly and follow up and close off as completed.
  • Regular engagement within the facilities department, colleagues in business services and internal stakeholders.
  • Coordinate, order and record issue of facilities team uniforms, and PPE where relevant.
  • Collate taxi booking information into a spreadsheet for the finance team.
  • First line response for any travel queries, escalate where necessary, and collate travel data from travel management companies.
  • Update airmiles data and record on monthly basis.
  • Administer health and safety support for all UK offices, including weekly rotas for fire marshals and first aiders, keeping records and notices up to date. Book first aid qualifications and refreshers. Manage stock levels of first aid equipment and order when required.
  • Assist with administration of DSE assessments, maintaining records for any specialist equipment ordered.
  • Ensure new starter process followed by the team, and coordinate with relevant department for transition of this process.
  • Assist with administration around office moves and other project work.
  • Record building and meeting room checks completed on a regular basis, ensuring any issues are communicated and followed up.
  • Support with any administrative tasks for the facilities management team.

Essential experience and qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

  • Knowledge of operational aspects of facilities team and the duties and of working in the legal sector.
  • Excellent organisational skills, ability to multi task and prioritise workload.
  • Strongly serviceoriented with enthusiasm for the challenges of providing services and resources in large, multioffice law firm setting.
  • Ability to be flexible and adaptable to support priorities and strategies of the firm; ability to spot value added opportunities to the firm.
  • Excellent communication skills, both verbal and written and the ability to communicate at all levels.
  • Ability to stay calm under pressure and remain resilient whilst dealing with difficult personalities and requests.
  • Self motivation and willingness to go the extra mile.
  • Team player and ability to work unsupervised and offer help and support without being asked.
  • Excellent timekeeping and attendance.
  • Professional appearance at all times, with a friendly personality and someone who is able to adapt to changes quickly.
  • Excellent attention to detail.
  • Reliable, proactive and someone who is able to take instructions well.
  • Flexibility in both attitude and working hours is essential, working shifts and willing to step in when required, covering team absence when required.

Travel
This position requires intermittent travel domestically.

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