Background
Liberty Specialty Markets is a specialty insurer and reinsurer operating through Lloyd's of London. It asked Maxwell Stephens to recruit a permanent Facilities Coordinator for its London offices, which house around 1,500 staff across several floors of a City tower and adjoining expansion space.
The coordinator reports to the Facilities Manager and works closely with the UK Real Estate Manager and the wider Premises department.
The Challenge
Coordinator roles look straightforward on paper but demand a great deal in practice. In this one, the person supports hybrid working by analysing occupancy and attendance data, helps with office moves and events, runs the facilities helpdesk and handles requisitions and invoicing.
Security and safety are built in. The coordinator programmes and removes access cards promptly, manages lockers, supervises contractors, carries out regular walk-arounds to record and report building issues, and becomes a fire warden and first aider. Post, deliveries, franking and stationery stock keep the routine busy, and some of it involves moving furniture.
Because the employer is a regulated insurer, the coordinator also has to understand conduct and compliance expectations. The brief wanted facilities experience, but just as much a tactful manner with staff at every level and the initiative to work without constant direction. Candidates with both practical stamina and polish are in demand across the City.
We also paid attention to attitude, since a coordinator is often the face of facilities for staff who are busy and expect quick, courteous answers.
Our Approach
- We took a detailed brief on the day-to-day mix of data, security, helpdesk and physical tasks, and on the culture of a regulated financial services workplace.
- We approached facilities assistants and coordinators in large City offices, particularly in financial services and professional services, where access control and hybrid working are routine.
- We screened for helpdesk and access control experience, comfort with data and Microsoft Office, willingness to take on manual handling and the presence to deal with senior staff.
- We presented a shortlist with full CVs and interview notes, then supported Liberty through interview, offer and acceptance.
The Outcome
Maxwell Stephens made the appointment.
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