Facilities Operations Specialist
2 weeks ago
About the Role
Kennedys is seeking a skilled Facilities Operations Specialist to provide exceptional support services to our Birmingham office. As a key member of our facilities team, you will be responsible for ensuring the office is maintained to the highest standards and aligned with our brand.
Key Responsibilities
- Be the primary point of contact for office queries and report any major issues to the Senior Facilities Coordinator.
- Proactively handle concerns and ensure rectification actions are quickly established and executed.
- Develop good working relationships with contractors and ensure service expectations are met.
- Book maintenance tasks and issue permits.
- Ensure the firm's support services are maintained and delivered to a high standard.
- Front of House – reception, ensuring meetings are facilitated and catered for.
- Maintain up-to-date records and adhere to essential competencies and Service Level Agreements.
- Undertake and manage ordering and stock control for items such as stationery.
- Coordinate facilities management and property maintenance tasks, including Health & Safety.
- Monitor mailbox and deal with enquiries/direct to the correct person.
- Ensure MFDs are operational daily and report any issues to the relevant teams.
- Process incoming mail (internal distribution and uploading to the case management system) and deal 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, including assistance with incoming and outgoing post and ordering stationery.
- Provide support to the Facilities Leadership Team, including processing expenses and booking travel as required.
- Provide administrative support to the wider facilities team as needed.
- Provide holiday cover for team members, including other offices.
- Work with the wider facilities management to increase the profile of the FM team.
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