Weekend Facilities Coordinator

3 weeks ago


United Kingdom BDB Pitmans LLP Full time

We also specialise in real estate, energy, technology, transport as well as corporate and commercial matters, private wealth, employment, and public and charity law.
With offices in London, Cambridge, Reading and Southampton, we have a team of over 420 experts dedicated to making a clear and positive difference, with the legal precision we are known for.
At BDB Pitmans, we care about helping shape what’s important to people and society. At BDB Pitmans, our commitment to equity, diversity, and inclusion sits at the heart of who we are as a firm as we are passionate about ensuring we create a work environment where everyone feels safe, respected, and fully supported to be themselves. The Facilities Department support the smooth running of the office and includes our Front of House, General Office and Records Management teams.
The Head of Facilites is responsible for the firm’s office estate from a maintenance and workplace suitability viewpoint and to help create and then deliver an agreed premises strategy in line with the firm’s overall strategy.
To manage the day-to-day operational outsourced facilities service in line with firm needs and the contract in place.
Property Management
Ensure a safe and secure workplace environment is always maintained within the office estate.
Ensure compliance with all relevant legislation and maintain up-to-date knowledge of all imminent policy changes pertinent to the firm’s operations.
Work with landlords/building management to ensure the rent, service chargers and utility costs are reviewed as needed.
Where appropriate, ensure firm controlled costs for utilities, building maintenance etc. Operational Services
Create and monitor the Facilities budget.
Review and approve invoices related to the facilities services on a regular basis to ensure services are continued as normal.
Take ownership of the Facilities outsourced service day-to-day operational delivery to ensure the services delivered, and the processes which support this, are fit-for-purpose and are being delivered at the appropriate level.
Manage, review, and record all contracts related to the facilities services required to maintain firm operations.
Engage with users and key stakeholders on a regular basis to ensure the services delivered by the Facilities department are fit-for-purpose.
Monitor industry trends and services on a regular basis and make recommendations for improvements and additions.
Plan and direct the development of management systems designed to minimise the impact of the firm on the environment.
Ownership of the implementation and regular reviewing of environmental policies and practices.
Monitoring and tracking environmental projects, producing reports and disclosures on progress, as well as having oversight for sustainability reporting obligations.
Collate, assess, and analyse environmental performance data and report information to all relevant parties.
Liaise with regulatory and accreditation bodies where appropriate.
Complete and update office RAMs to be uploaded onto intranet and placed on noticeboards
Distribution of new starter online training including DSE assessments and H&S courses
Management of office H&S checks including equipment
Co-ordination of office evacuation plans
Produce a monthly report as agreed with the Chief Operating Officer which shows the usage of the facilities services and highlights any issues with recommended resolutions.
Ensure business continuity plans are in place and maintained for the delivery of all facilities services.
Who we are looking for This role would be suited to an experienced Facilities Manager with the ability to lead and manage a team across a multi-site business whose skills would include:
Experience in project management.
Experience in taking a leading role in various facilities projects.
Demonstrate commercial awareness. 



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