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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 highly organized and detail-oriented Facilities Coordinator to join our team in Chelmsford. As a key member of our facilities team, you will be responsible for providing exceptional support services to our office.

Key Responsibilities
  • Internal Support
    • Build and maintain strong relationships with onsite stakeholders and teams
    • Forge positive and open relations with wider team members and business services teams
  • External Partnerships
    • Build and maintain strong relationships with third-party service providers and subject matter experts across the industry
  • Facilities Management
    • 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
    • Develop good working relationships with contractors when onsite, and ensure service is aligned expectations
    • Booking maintenance tasks and issuing permits
    • Ensure that the Firm's Support Services are maintained and consistently delivered to a high standard
  • Administrative Support
    • 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
    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