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Facilities Coordinator

2 months ago

Chelmsford, Essex, United Kingdom Kennedys Law Full time
About the Role

Kennedys Law is seeking a skilled Facilities Coordinator to provide exceptional support services to our Chelmsford office. As a key member of our facilities team, you will be responsible for ensuring the office is maintained to the highest standards and aligned with our brand.

Key Responsibilities
  • Build and maintain strong relationships with onsite stakeholders and teams
  • Forge positive and open relations with wider team members and business services teams
  • External - Build and maintain strong relationships with third party service providers and subject matter experts across the industry
  • Be the key point of contact for the office, and internal queries. Reporting any major issues or concerns to the Senior Facilities Coordinator
  • Proactively handle any concerns ensuring that rectification actions are quickly established and executed
  • Ensure 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
  • Co-ordinate 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
Requirements
  • 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

Please let us know if you require any additional support or adjustments to be made in order to submit your application to Kennedys Law.

*where a level of experience is indicated, this is a guideline only and represents the amount of time we would usually expect a candidate to accumulate the requisite level of experience. This does not preclude applications from candidates with more or less experience.