Facilities Co-ordinator

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  • Job Reference: PR/000353
  • Job Title: Facilities Co-ordinator
  • Location: Central London
  • Basic Salary Range: Up to £38,801 rising with performance and length of service.
  • Job Type: Permanent
  • Posted 6 months ago
  • This position has been filled

Maxwell Stephens are delighted to be working on behalf of our client, whom are a barristers’ chambers located in Central London.

The Role

  • Applications are sought for the position of Facilities Co-Ordinator.
  • This is a standalone role where you will provide assistance in ensuring that all the facilities at our client’s offices are running effectively and efficiently.
  • Reports directly to the board level.
  • The successful candidate will be able to demonstrate, including through appropriate and relevant experience, that they can meet the requirements of the job description. They should have administration/facilities experience, and be able to manage a demanding workload in a busy office environment. The successful candidate will be highly computer literate, well-organised and committed to high quality service delivery.

Duties:

The Facilities Co-Ordinator will:

  • Liaise with all external facilities contractors including landlord
  • Review suppliers on a regular basis to maintain service levels and value for money
  • Be responsible for the administration of all routine repair and maintenance programmes, including printers, photocopiers, lift and air-conditioning
  • Oversee the presentation and appearance of buildings, especially the front of house and client-facing areas
  • Co-ordinate and respond to immediate facilities and administrative issues as they arise
  • Assist with compliance on particular areas, including Health & Safety, Fire Regulations, IT Security and Disability Audits
  • Ensure that Disaster Recovery Plan and supporting documents are kept up-to-date
  • Organise the collection of confidential waste and toner cartridge recycling, secure IT disposal and furniture removal
  • Deal with day-to-day IT enquiries from members and staff, liaising with IT consultants
  • Be responsible for the maintenance of the telephone system, including patching lines, adding/removing users/extensions/direct dial numbers/speed dials, setting the night service message, keeping an up-to-date telephone extension and direct dial list for all members and staff, and producing monthly reports on telephone usage
  • Set up video conferences, Skype calls and & webinars
  • Assist in the administrative arrangements for events organised including setting out the meeting rooms
  • Where required, assist in general administration, reception cover and taking papers and documents to court
  • Make travel arrangements, including hotel bookings, for the barristers and inform them of bookings and restrictions
  • Ensure all invoices relating to utilities and suppliers are checked and passed to finance for processing
  • Administer petty cash in the absence of the HR and Office Manager
  • Be responsible for the day-to-day management of the Facilities and Administration Assistant
  • Arrange moves of new members and internal moves
  • Be “on call” 24 hours and at weekends to respond to occasional urgent admin, IT & security issues when necessary
  • Participation in the development of our client
  • The post-holder will be expected to play an active role in occasional meetings of the full Staff Team and in other meetings as appropriate.

What our client can offer you

  • The post is full-time.
  • The position is paid on a scale starting at £38,801, rising with length of service and assessed performance in post.
  • Working hours – 40 hours per week.
  • 23 days’ holiday (increasing by one day for each year of service up to a maximum of 27 days).
  • Opening hours are Monday to Friday, 8am to 7pm. Our client operates a rota to ensure that the office is covered during this time, but the Facilities Co-Ordinator would usually be expected to work 9am-6pm. This may be reviewed and changed to reflect the needs of the office.
  • You will be automatically enrolled into the group pension Scheme. You can opt out of this.
  • Bike to Work scheme.
  • Three months’ probationary period.
  • An interest free travel loan is available
  • Three months’ notice period.