Facilities Coordinator
3 days ago
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
- 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
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