Facilities Coordinator

5 days ago

Birmingham, Birmingham, United Kingdom Kennedys Full time
About the Role

Kennedys is seeking a highly organized and detail-oriented Facilities Coordinator to join our team in Birmingham. As a key member of our facilities team, you will be responsible for providing exceptional support services to our office, ensuring a safe and productive work environment for our staff and clients.

Key Responsibilities
  • Act as the primary point of contact for office queries and concerns, reporting major issues to the Senior Facilities Coordinator.
  • Proactively handle onsite team and stakeholder concerns, ensuring prompt resolution and execution of rectification actions.
  • Maintain a high standard of office environment, ensuring a great working space for staff and a presentable environment for clients.
  • Develop strong relationships with contractors, ensuring service alignment with expectations.
  • Coordinate maintenance tasks, issue permits, and ensure timely completion of projects.
  • Oversee the Firm's Support Services, maintaining high standards and consistency.
  • Provide front-of-house reception support, facilitating meetings and catering for clients.
  • Maintain up-to-date records, adhering to essential competencies and Service Level Agreements.
  • Manage ordering and stock control for stationery and other office supplies.
  • Coordinate facilities management and property maintenance tasks, including Health & Safety.
  • Monitor mailboxes, directing enquiries to the correct person.
  • Ensure MFDs are operational daily, reporting issues to relevant teams.
  • Process incoming and outgoing mail, including internal distribution and case management system uploads.
  • Log helpdesk jobs, arrange building access, and permits.
  • Archive documents and process invoices related to facilities orders.
  • Provide holiday cover for team members, including assistance with post and stationery ordering.
  • Support the Facilities Leadership Team with expenses, travel booking, and administrative tasks.
  • Provide administrative support to the wider facilities team as needed.
Requirements
  • Facilities management experience, particularly in professional services, is advantageous.
  • Efficient document management and excellent administration skills.
  • Excellent communication skills and a client-focused attitude.
  • Ability to identify and proactively manage user concerns or queries.
  • Flexibility in approach, adapting to stakeholder needs.
  • Willingness to travel between UK offices to maintain a single team ethos.
  • Team player with a positive attitude.
About Kennedys

Kennedys is a global law firm with expertise in dispute resolution and advisory services. We have over 2,500 people worldwide across 45 offices, with a strong presence in the UK, Europe, Middle East, Asia Pacific, and America.

We're a fresh-thinking firm, bringing innovative perspectives to the table. We empower our clients with diverse ideas, tools, and technology to make their lives easier, delivering exceptional results every time.

We welcome high-performing lawyers, business services professionals, secretaries, graduates, and apprentices to join our rapidly expanding global firm. Our culture and values form a big part of who we are, and we take them seriously. We make a difference by being approachable, straightforward, supportive, and distinctive.

We recognize the value of investing in our people's development and believe our culture and values contribute to the quality of our work and client relationships. With a culture of on-the-job and experiential learning, peer-to-peer learning, mentoring, resources, and tools, we can support your development in your current and future roles.

We strive to celebrate, empower our people, and ensure everyone can bring their authentic selves to work. We've created a culture based on client service, professional excellence, hard work, and trust, where diversity, equity, and inclusion (DE&I) is a key priority.

We're an equal opportunities employer, committed to ensuring our recruitment processes are as inclusive as possible. We expect all employees to be aware of and comply with all relevant policies and procedures within their jurisdiction, including those relating to Information Security, Data Protection, and Quality Management.

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