Premises Coordinator - 6-month FTC

ROLE OVERVIEW

We are recruiting for Premises Coordinator to support the premises team on a 6-month fixed-term contract. The Premises Coordinator will assist in the delivery of building services which includes engineering, building and fabric maintenance, space planning, moves and relocations and housekeeping.

The role reports to the Head of Premises. The premises team is embedded within our Facilities and Operations department and they work hand in hand with experts across the department.

This role will have regular contact with everyone who works at One Bunhill Row and therefore requires a full-time presence at the office. There is a requirement for flexibility which may result, on occasion, in working outside of your normal working hours of 9.30am to 5.30pm.

KEY RESPONSIBILITIES

The key responsibilities of this role are set out below and there may be others which are not listed.

Client Care

• Proactively respond to enquiries and requests in person, via the telephone or by email, in a timely and professional manner.
• Consistently own internal client queries, following up as required.

Workplace

• Conduct regular floor walks, audits and surveys to identify areas for improvement, redecoration repair and/or replacement.
• Log jobs, e.g. maintenance and housekeeping requests, via the department helpdesk system (TABS FM) and follow up on issues.
• Identify patterns in issues and escalate to the Head of Premises.

General

• Collaborate and work with members of the premises team and the wider department to deliver an exceptional service to the Firm.
• Assist with inventory, ordering and processing of invoices.
• Support the premises team as required including supporting projects such as office moves and the OBR refurbishment.
• Conduct research to help support projects and initiatives.
• Ensure the premises intranet pages are updated following any changes to the workplace.
• Assist with various porterage duties where required.
• Ensure that appropriate signage is in place throughout the building, update and order new signage as required.
• Build strong working relationships with colleagues both across the department, the firm and with contractors and suppliers.
• Any other ad hoc tasks as required.

Health and Safety

• Ensure all activities are carried out in compliance with current legislative requirements and meet the Firm's Health and Safety procedures.

CANDIDATE PROFILE

Candidates for this position must have:

• Experience of working in a similar role within a legal or professional services environment.
• Familiarity with facilities operations and premises related activities.
• Experience of using a helpdesk system (CAFM system).
• A confident, proactive individual prepared to take a hands-on approach to managing their workload using their own initiative.
• Comfortable accepting instructions and guidance from different angles.
• Good organisational skills with the ability to multi-task and prioritise work effectively.
• Demonstrates active listening and interpersonal skills and contributes to an inclusive and cooperative working environment.
• A willingness to provide feedback, share information and contribute ideas and suggestions as necessary.
• Excellent communication skills. Ability to express views clearly and succinctly in a variety of communication settings and styles.
• Excellent attention to detail.
• Demonstrates professionalism in all dealings.
• Flexibility around day to day working hours to meet the needs of the role and the firm.