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Facilities Coordinator

3 months ago

Birmingham, West Midlands, United Kingdom myGwork Full time

This inclusive employer is a member of myGwork – the largest global platform for the LGBTQ+ business community.

Kennedys is looking for a Facilities Coordinator to join our Birmingham office. The Facilities Coordinator will be responsible for the provision of support services to an exceptional standard to the office

To be the point of contact for any onsite services such as, print, mail, security etc.. whilst coordinating all client events. Ensuring the office is to the required standards to work from and aligned to Kennedys brand.

Team

The Facilities team provide strategic support on projects, risk management, contract management, budget management and ensures the firm acts in accordance with local regulations and ISO standards.

The Facilities team have presence in all Kennedys offices.

Key responsibilities

  • Be the key point of contact for the office, and internal queries. Reporting any major issues or concerns to the Senior Facilities Coordinator
  • Being the active presence for the onsite teams and stakeholders proactively handling any concerns ensuring that rectification actions are quickly established and executed
  • Ensuring all offices provide a great working environment to Kennedys staff and a presentable environment to our clients
  • Developing good working relationships with contractors when onsite, and ensure service is aligned expectations
  • Booking maintenance tasks and issuing permits
  • Ensure that the Firms' Support Services are maintained and consistently delivered to a high standard
  • 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.
  • Provide holiday cover for team members including other offices
  • Working with the wider facilities management to increase the profile of the FM team through

Required experience

  • 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

Please let us know if you require any additional support or adjustments to be made in order to submit your application to Kennedys.

*where a level of experience is indicated, this is a guideline only and represents the amount of time we would usually expect a candidate to accumulate the requisite level of experience. This does not preclude applications from candidates with more or less experience.

About Kennedys

Kennedys is a global law firm with expertise in dispute resolution and advisory services. With over 2,500 people worldwide across 45 offices in the UK, Europe, Middle East, Asia Pacific and America we have some of the most respected legal minds in their field.

Our lawyers handle both contentious and non-contentious matters, and provide a range of specialist legal services, for many industry sectors but we have particular expertise in litigation and dispute resolution, especially in defending insurance and liability claims.

We're a fresh-thinking firm, and we're not afraid to bring challenging new perspectives to the table way beyond the traditional realm of legal services. We empower our clients with a diverse range of ideas, tools and technology to make their lives easier, as well as delivering exceptional results, every time.

What do we have to offer?

We welcome high-performing lawyers, business services professionals, secretaries, graduates and apprentices to join our rapidly expanding global firm. Whatever your role at Kennedys, you'll be involved in exciting and stimulating work, where your input will make a difference.

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. Our values are at the core of who we are and what make us a great firm to work with and for.

The Firm recognises the value of investing in our people's development and believes our culture and values contribute to the quality of our work and of our client relationships. With a culture of on-the-job and experiential learning, peer to peer learning, mentoring, resources and tools that enable you to drive your career, we can support your development in your current and future roles. A variety of other opportunities are available including secondments to clients and our global offices.

We strive to celebrate diversity, 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 recognise that many of our people want to work for an employer that is aligned to their values, which is why we are building an inclusive culture, decarbonising our operations and supporting our people to thrive at work. Our people are the key to driving this change and helping us to make a difference to our clients, our people and the communities in which we live and work.

Kennedys is an equal opportunities employer and is 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, refer any breach promptly to Risk & Compliance and to complete all mandatory training when requested.