Facilities Coordinator

**Job Description**:
**THE AGENCY**

Creative Artists Agency (CAA) is the leading entertainment and sports agency, with global expertise in filmed and live entertainment, digital media, publishing, sponsorship sales and endorsements, media finance, consumer investing, fashion, trademark licensing, and philanthropy. Distinguished by its culture of collaboration and exceptional client service, CAA’s diverse workforce identifies, innovates, and amplifies opportunities for the people and organisations that shape culture and inspire the world. The trailblazer of the agency business, CAA was the first to build a sports business, create an investment bank, launch a venture fund, found technology start-up companies, establish a philanthropic arm, build a business in China, and form a brand marketing services division, among other innovations.

Named Most Valuable Sports Agency by Forbes for eight consecutive years, CAA represents more than 2,000 of the world’s top athletes in football, baseball, basketball, hockey, soccer, in addition to coaches, on-air broadcasters, and sports personalities and works in the areas of broadcast rights, corporate marketing initiatives, social impact, and sports properties for sales and sponsorship opportunities. Founded in 1975, CAA is headquartered in Los Angeles, and has offices in New York, Nashville, Memphis, Chicago, Miami, London, Munich, Geneva, Stockholm, Shanghai, and Beijing, among other locations globally.

**OVERVIEW**

We are looking for a new Facilities Coordinator to join our London office, reporting into the International Facilities Manager. The purpose of this role will be to support and help develop the Health and Safety, Security and Facilities systems of CAA’s non-USA Operations.

With over 200 staff in London and many smaller offices in APAC & EU, it is crucial to maintain a high level of service delivery in these areas.

**Day-to-day responsibilities to include but not limited to**:

- Take ownership of the facility driver and filing system to establish a clear system.
- Develop and maintain the Health and Safety compliance management system and associated paperwork for CAA.
- To carry out Risk Assessment and Accident investigations for the office where required.
- Schedule appointments on behalf of the International Facilities Manager.
- Support the Facilities team with ad hoc admin duties when required.
- To deputise for the International Facilities Manager when they are away from the business.
- Take ownership for special projects and areas of the facilities delivery such as office moves and changes.
- Support and deliver health and safety induction training where required.
- To produce specification and tender document for the facilities services in the UK sites.
- Review and record contractors’ compliance paperwork (RAMS) and insurance, in a clear and concise manner.
- Coordinate onsite subcontractors - cleaning, maintenance of building & plants, security & access control.
- Provide costings for project work & additional out of scope services.
- Project manage moves management requirements for small office moves.
- Develop project management tools, highlighting critical paths and a contingency planning.
- Retain site layout drawings and updated as required.
- Escalate any issues that remain unresolved within 24 hours to the International Facilities Manager.
- Provide keys as requested to assist CAA colleagues.
- Check with reception to ensure meeting rooms are prepared for the day’s meetings.
- Check breakout areas, meeting rooms, print area and generally maintain a smart and stylish high standard throughout the office.
- Support the International Facilities Manager with updating the Space Planning software as required.
- Attend to facilities requests.
- Cover for Reception when required.
- Act as part of the emergency response team for non-US offices.

**QUALIFICATIONS/REQUIREMENTS**
- Must have excellent organisation and administration skills, as well as a high level of attention to detail.
- Must have previous facilities co-ordination & support experience.
- Must have strong verbal and written communication skills.
- Should be a proactive, hard-working team player.
- Should ideally hold a recognised Health Safety & Environment (HS&E) qualification e.g., IOSH certificate.
- Ability to accept change and work flexibly.
- Good numeracy skills.
- Good IT skills, including MS Office.

Creative Artists Agency, UK Limited (the “Company”) is committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of age, sex, sexual orientation, gender reassignment, race, religion or belief, ethnicity, national origin, alienage or citizenship, disability, marital status, military status, pregnancy and maternity or any other legally-recognized protected basis under UK law.