Facilities Coordinator

 

Maxwell Stephens have been assigned by one of the UK’s leading investment management companies, to recruit a Facilities Coordinator to join their London office.

Just a stone’s throw away from a mainline station, our client are looking for someone to provide a best in class service to the business across a variety of service streams.

Key Responsibilities

• CAD design and space planning
• Co-ordination of moves and changes
• Furniture sourcing and ordering
• Minor repairs to fabric and desks – replacement desktop power units, fault-finding on desk mechanisms, jammed pedestals etc
• Manhattan (room booking) and Helpdesk Administrator
• Security pass admin – new and replacement cards, adding and removing access
• FM sharepoint site – oversee, administer, develop and update
• PPMs – arrange and update planner
• General FM office admin – general queries, assigning lockers, ordering new keys, sourcing new products etc
• Support incoming and outgoing post and courier service with ownership of service when messenger is out of the office
• Checking paper and toner supplies for all printers, replenishing as necessary and resolving jams or issues with the printers
• General cleanliness and order of office areas
• Meeting room set-ups – additional tables, flip charts and boardroom to theatre style changes etc

Health & Safety responsibilities including:

• H&S training organisation and record keeping – including first aid and fire wardens
• First aid & fire management – overseeing processes, supplies and regular checks
• Regular H&S office checks, also highlighting any remedial works required
• DSE assessments inc Pregnancy
• BMS changes – too hot / too cold etc
• Raising permits and arranging contractor visits

Audio Visual / IT responsibilities including:

• Zoom/Webinar hosting
• Zoom Administration
• Deliver support service to clients using IT / AV in meeting rooms
• Liaise with external clients where required to ensure VCs are a success
• To test the Audio-Visual equipment frequently, log / fix issues
• Use the Service Manager Portal to:
• log IT/audio-visual issues and resolutions
• monitor work queue and respond to any meeting room requests
• close issues, adding information to be used for continuous improvement

Person Specification

Skills Required:

• CAD
• Office / Facilities management
• Health & Safety qualification preferred, although not essential
• Experience of working in in a high-end environment (does not have to be finance)
• Communication skills – role will involve significant engagement with ExCo, Board and clients
• Organisational skills – self-starter and able to work autonomously
• IT skills – inc experience of working with room booking, CAFM and BMS systems
• ‘Best in class’ mentality and passion for continuous improvement

Qualifications:

• CAD
• BIFM / IWIFM preferred
• H&S preferred