Facilities Coordinator

The role of Facilities Coordinator is to work within the Facilities team to deliver a first class, professional service to the business and will take personal ownership and responsibility for standards of service. Assisting in management of Reception/office space, Health and Safety; and Facilities Services. The role includes responsibility and value added over and above the role of Facilities Administrator, including some supervisory responsibilities in relation to people and/or projects. To support the Facilities management team and work with the Facilities Administrators in the provision of a five star facilities service to the business. This is including management and coordination of suppliers and their activities as well as providing an efficient and effective service to the business.

**Responsibilities**:
Oversee daily activities for the management of the London office environments. Tasks include but are not limited to; opening and closure procedures, incoming post distribution and outgoing post franking, office organisation, access card issue, stock checks, and procurement.

Assisting in the management of office equipment, fixtures/fittings, service contracts, cleaners for all Hollis offices.

Assist with the desk booking management system (Condeco).

Facilitate Fee earner booking requests including couriers, access platforms and car hire.

Front of house - Meet and greet, meeting room management and set up including teas/coffees when required.

Assist with internal event organisation and set up, e.g cake mornings, payday drinks, quarterly lunches.

Co-ordinate all Facilities inbox requests and provide responses and resolutions to agreed timescales and KPIs as directed by the Facilities management team.

Assist with booking management for employees with our travel service provider.

Assist with the management of our vehicle driver check service and fuel cards.

The coordination of H&S/compliance documentation internally and externally ensuring that we are audit ready for all Hollis offices.

Ensure records are created and maintained to demonstrate operational procedures as well as statutory compliance requirements.

Compliance with the Health and Safety and Environmental Management Policies of company.

Ensure completion of housekeeping / H&S and PPM inspections across all Hollis offices.

Manage fee earner equipment and the necessary calibration of equipment.

Procure and distribute relevant PPE to fee earners and ensure records are complete.

Update our internal intranet Facilities pages and send out comms via appropriate channels.

Assist with the new starter/leaver process for facilities tasks.

Assist with ensuring DSE records are complete and up to date.

Produce regular reports as required by the business.

Provide advice, instruction, support and guidance to team members. Training team members on procedures where required.

Provide cover for Admin roles in the team when required.

Support regional office administrators or equivalent office contact who is responsible for Facilities matters.

Working with the Facilities management team on innovation, ideas for development of procedures, practices and the team.

Help to promote ESG as part of our department objectives.

Assist the Facilities management team with office moves/office refresh.

Supplier Management including performance management of their delivery of service through the creation and monitoring with tools such as Service Level Agreements and KPI’s.

Travel to other Hollis offices to provide help and support as and when required.

**Requirements**:
Understand policies relating to Health, Safety and Environment.

Excellent communication skills, with confidence and diplomacy, along with good practical knowledge of Word, Excel and Outlook and MS Teams.

Able to work as part of a team, supporting colleagues as well as the ability to work independently, be pro-active and take initiative.

Proven experience within Facilities Management, with a working knowledge of hard and soft services.

Experience of working within a customer focused environment.

Be able to prioritise workload, work to tight deadlines, plan, organise and monitor several activities at the same time.

Diligent, and results focused with a ’no task is too small’ attitude.

Very strong interpersonal skills are a pre-requisite. Excellent organisational ability and thrive on providing an excellent service.