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Facilities Coordinator

2 months ago

London, Greater London, United Kingdom Neuberger Berman Full time

About the Role

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

Key Responsibilities

  1. Assist the Corporate Real Estate Manager in daily operational tasks, ensuring the smooth functioning of all office facilities in EMEALA.
  2. Assist in preparing and monitoring the facilities budget, processing invoices, and tracking expenses.
  3. Provide facilities oversight and support to other Neuberger Berman offices in EMEALA.
  4. Manage and coordinate routine maintenance and repair activities for office equipment, HVAC systems, Building Management Systems, and other facility infrastructure.
  5. Day-to-day liaison with landlords and local authority officials.
  6. Solicit bids from contractors for and award contracts after securing required approvals. Maintain a working knowledge of all vendor contracts and ensure specifications are met.
  7. Assist with managing space allocation and layout planning.
  8. Maintain an inventory of office supplies, furniture, and equipment, ensuring adequate stock levels.
  9. Ensure that all offices in EMEALA comply with health and safety regulations, and coordinate regular safety inspections.
  10. Assist in developing and implementing emergency procedures and evacuation plans, and participate in safety drills.
  11. Respond to and coordinate contractors during out-of-hours building emergencies, such as power outages, ensuring swift and effective resolution.
  12. Maintain accurate records of facilities operations, including maintenance logs, service contracts, and warranty information.
  13. Set up and coordinate meeting rooms, including arrangement of furniture and audio/visual equipment.
  14. Provide support for facilities-related projects, such as office moves, and minor works.
  15. Support the implementation of sustainability programs, such as recycling and energy efficiency measures.
  16. Oversee the building security measures, including the management of access cards and keys.
  17. Provide logistical support for events held within the office premises, including setup and breakdown.
  18. Any other duties as reasonably required.

Requirements

  1. Minimum of 2-3 years' experience in facilities coordination, assistant manager or a similar role.
  2. Health and Safety Qualification, e.g. IOSH or NEBOSH.
  3. Facilities Management certification e.g. IWFM or IFMA.

Desirable Skills

  1. Good understanding of building services and facilities management processes.
  2. Strong organisation skills.
  3. 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.