Facilities Operations Coordinator

4 weeks ago

London, Greater London, United Kingdom Neuberger Berman Group LLC Full time
About the Role

The Facilities Coordinator plays a pivotal role in maintaining a functional, secure, and pleasant working environment, working closely with the CRE Manager and other departments to ensure the firm's needs are met efficiently.

Key Responsibilities
  • Assist the CRE Manager in daily operational tasks, ensuring the smooth functioning of all office facilities in EMEALA.
  • Prepare and monitor the facilities budget, process invoices, and track expenses.
  • Provide facilities oversight and support to other Neuberger Berman offices in EMEALA.
  • Manage and coordinate routine maintenance and repair activities for office equipment, HVAC systems, BMS, and other facility infrastructure.
  • Liaise with landlords and local authority officials on a daily basis.
  • Solicit bids from contractors for and award contracts after securing required approvals.
  • Develop and maintain a working knowledge of all vendor contracts and ensure specifications are met.
  • Assist with managing space allocation and layout planning.
  • Maintain an inventory of office supplies, furniture, and equipment, ensuring adequate stock levels.
  • Ensure compliance with health and safety regulations and coordinate regular safety inspections.
  • Develop and implement emergency procedures and evacuation plans, and participate in safety drills.
  • Respond to and coordinate contractors during out-of-hours building emergencies, such as power outages.
  • Maintain accurate records of facilities operations, including maintenance logs, service contracts, and warranty information.
  • Set up and coordinate meeting rooms, including arrangement of furniture and audio/visual equipment.
  • Provide support for facilities-related projects, such as office moves, and minor works.
  • Support the implementation of sustainability programs, such as recycling and energy efficiency measures.
  • Oversee building security measures, including the management of access cards and keys.
  • Provide logistical support for events held within the office premises, including setup and breakdown.
Requirements
  • Minimum of 2-3 years' experience in facilities coordination, assistant manager or a similar role.
  • Health and Safety Qualification, e.g. IOSH or NEBOSH.
  • Facilities Management certification e.g. IWFM or IFMA.
Technical Skills
  • Good understanding of building services and facilities management processes.
  • Strong organisation skills.
  • Proficient in the use of standard office software and facilities management systems.
Interpersonal Skills

Excellent verbal and written communication skills for interacting with staff and other stakeholders.

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