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Building Services Coordinator

2 months ago

London, Greater London, United Kingdom Venn Group Full time
About the Role

Venn Group is seeking a highly organized and detail-oriented Facilities Supervisor to join our team. As a key member of our facilities management team, you will be responsible for ensuring the smooth operation of our office facilities and providing exceptional support to our employees.

Key Responsibilities
  • Administrative Duties:
    • Manage and maintain accurate records of facilities-related administration, filing, and spreadsheets.
    • Respond to staff facilities helpdesk requests, addressing issues related to furniture, equipment, air conditioning, cleaning, and health and safety.
    • Process new starter and leaver details, coordinating with relevant departments as needed.
    • Maintain and update Access Control and locker spreadsheets, archiving pass cancellation emails.
    • Collaborate with the Facilities Manager to approve facilities invoices and assist in monitoring and preparing the budget for the upcoming year.
    • Compile the monthly facilities credit card statement, attaching receipts and invoices.
    • Monitor and actively work to reduce the amount of archiving stored at Iron Mountain.
  • Office Management:
    • Perform daily morning checks, including walking through the office space and meeting rooms in line with the Daily Facilities Checklist.
    • Resolve minor facilities concerns and escalate to the Facilities Manager as needed.
    • Assist in planning and managing office moves, refurbishments, and updating floor plans as required.
    • Participate in various projects alongside the Facilities Manager.
    • Oversee office support contracts, including those related to the landlord, cleaning, and recycling.
    • Set up meeting rooms for seminars and events, including moving and arranging furniture as directed by the Marketing Department and reception.
    • Replenish refreshments and stationery supplies, manage stock orders for office consumables, and ensure the availability of housekeeping supplies.
    • Work independently to cover the Facilities Manager during their absence.
    • Perform portering duties as required.
    • Arrange couriers and book taxis when necessary.
    • Promptly address equipment faults by coordinating with the relevant suppliers.
    • Conduct regular checks throughout the day in office spaces and kitchen areas, replenishing stock as needed and coordinating with the office day cleaner.
    • Manage the printing service, coordinating with staff and the buildings Service Centre to ensure timely distribution of print requests.
    • Support the Facilities Manager in office churn, refurbishments, and other ad-hoc projects.
    • Assist the Facilities Manager in managing office support contracts and liaising with landlords and contractors to ensure a high standard of service.
    • Perform general office duties, including photocopying, printing, filing, and maintaining records.
    • Handle all outgoing mail, ensuring the franking machine is credited and operational.
  • Premises Management:
    • Coordinate with building management to ensure services are provided in accordance with leasehold agreements and service charge specifications.
    • Communicate clearly and consistently with all relevant parties regarding building-related matters.
    • Provide proactive service in addressing landlord-related issues.
    • Ensure maintenance programs and detection systems are fully operational.
    • Act as a point of contact, along with the Facilities Manager, for any planned shutdowns, electrical inspections, or mains failures.
    • Attend building management meetings in the absence of the Facilities Manager, providing feedback and updates.
    • Ensure contractors submit risk assessments, insurance details, and complete Permits to Work in the Facilities Manager's absence.
  • Environmental Responsibilities:
    • Assist the Facilities Manager in recording and maintaining environmental management data.
    • Contribute to the development and maintenance of an environmental management system, including overseeing energy and waste management.
    • Collaborate with the EMC Committee and attend its meetings.
  • Reception Coverage:
    • Cover reception duties as needed, including:
      • Handling calls from the buildings main reception.
      • Greeting clients and addressing their concerns or questions.
      • Ensuring the reception area and meeting rooms are safe, clean, and tidy.
  • Health and Safety:
    • Possess basic health and safety knowledge, including fire safety, building evacuation, manual handling, and DSEs.
    • Serve as a Fire Marshal and perform related duties as required.
    • Act as a First Aider and fulfill associated responsibilities when needed.
    Requirements
    • Highly organized with strong attention to detail.
    • Able to think quickly and provide logical advice.
    • Adaptable and responsive to changing situations.
    • Team player with a commitment to safe, professional, and budget-conscious work.
    Skills
    • Excellent communication skills, capable of effectively interacting with employees, contractors, third-party providers, and other stakeholders.
    • Strong time management abilities, with the capacity to prioritize tasks and meet deadlines efficiently.