Facilities Helpdesk Coordinator wanted - Liverpool
Your new company
I'm working with a leading and award-winning international commercial law firm with offices in Birmingham, Hong Kong, Leeds, Limassol, Liverpool, London, Manchester, Monaco, Newcastle, Piraeus and Singapore. With more than 1000 people including 200 partners and legal directors, the firm delivers advice and strategic guidance spanning the full legal spectrum, from non-contentious advisory and transactional work, to all forms of commercial litigation. They act as a trusted adviser to a wide portfolio of clients across a wide range of specialist sectors: from transport and logistics and international trade, through to retail, insurance, marine, health, education, manufacturing, public sector and banking and financial services.
Your new role
The primary role is to be the first point of contact for all Facilities related issues, queries and reactive/scheduled works.
This includes PPM’s, reactive maintenance, security, admin tasks, projects, space management, contract management (including M&E, cleaning and security contracts), ensuring compliance within legislative requirements, assistance with the strategic review and ensuring the best working environment is achieved across multiple locations.
Key Duties
1. Lead the Facilities Management helpdesk, which covers all UK offices
2. Contract management, including KPI’s for suppliers (inc. M&E, security, cleaning etc)
3. Maintaining records and documentation in accordance with legislative requirements, office health & safety policies, permits and assessments
4. Facilities administration
5. Liaising with all UK landlords/building management teams ensuring site specific rules are adhered to
6. Permit applications
7. Processing invoices
8. Procurement i.e. sourcing/researching what is required to complete a task
9. Access control upkeep which includes creating access cards, full use of the access control system (training will be provided)
10. Assist with meeting room support requirements, which include (but are not limited to):
11. Room layout changes
12. Liaising direct with staff and clients
13. Part the Operations environmental, social and governance (ESG) steering group
14. Document management i.e. procedures, building guides, site logs etc
15. Assist with H&S administration and formal record keeping
16. Assist with H&S accident investigation and replenishment of stock and upkeep of firm wide records
17. Assist with H&S upkeep and review of firm wide first aider list, nominations and records to include monthly checks in accordance with The Health and Safety (First-Aid) Regulation 1981
What you'll need to succeed
18. Helpdesk awareness/experience
19. Facilities experience and/or relevant qualifications
20. Good IT skills inc. Excel and Word as a minimum
21. Flexibility in approach and willingness to work outside normal office hours, if required
22. Good organisational skills and diary management
23. Trade/M&E qualifications or experience
24. Good customer service skills
25. Ability to operate in a busy environment and work under pressure
26. Accuracy and attention to detail
27. Willingness to attend other UK offices when required
28. Cover other roles where/when necessary
29. Administration/practical support on bespoke projects, as required
30. Estates/building management
31. Vendor management/procurement
32. Assisting with control of central budget
33. Quality control
34. Business continuity
What you'll get in return
Salary £29,000
35. Annual leave starting at 25 days
36. Birthday privilege day and Christmas shutdown
37. Holiday buy, sell and carryover scheme
38. 2 charity volunteering or pro bono days
39. Optional private medical insurance via BUPA
40. Annual fitness allowance
41. Flexible pension scheme
42. ISA saving scheme and independent financial advice
43. Medicash
44. EAP with access to counselling
45. Enhanced family leave policies
46. Access to 10 days fully subsidised emergency or back-up care per year
47. Life assurance
48. Group income protection
49. Annual travel season ticket loan
50. Hybrid working and dress for your day policy
51. Bespoke training and development opportunities
52. Financial contribution towards home working equipment
What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.
# 4660397