Facilities Helpdesk Coordinator

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

Lead the Facilities Management helpdesk, which covers all UK offices

Contract management, including KPI's for suppliers (inc. M&E, security, cleaning etc)

Maintaining records and documentation in accordance with legislative requirements, office health & safety policies, permits and assessments

Facilities administration

Liaising with all UK landlords/building management teams ensuring site specific rules are adhered to

Permit applications

Processing invoices

Procurement i.e. sourcing/researching what is required to complete a task

Access control upkeep which includes creating access cards, full use of the access control system (training will be provided)

Assist with meeting room support requirements, which include (but are not limited to):

Room layout changes

Liaising direct with staff and clients

Part the Operations environmental, social and governance (ESG) steering group

Document management i.e. procedures, building guides, site logs etc

Assist with H&S administration and formal record keeping

Assist with H&S accident investigation and replenishment of stock and upkeep of firm wide records

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

Helpdesk awareness/experience

Facilities experience and/or relevant qualifications

Good IT skills inc. Excel and Word as a minimum

Flexibility in approach and willingness to work outside normal office hours, if required

Good organisational skills and diary management

Trade/M&E qualifications or experience

Good customer service skills

Ability to operate in a busy environment and work under pressure

Accuracy and attention to detail

Willingness to attend other UK offices when required

Cover other roles where/when necessary

Administration/practical support on bespoke projects, as required

Estates/building management

Vendor management/procurement

Assisting with control of central budget

Quality control

Business continuity

What you'll get in return
Salary £29,000

Annual leave starting at 25 days

Birthday privilege day and Christmas shutdown

Holiday buy, sell and carryover scheme

2 charity volunteering or pro bono days

Optional private medical insurance via BUPA

Annual fitness allowance

Flexible pension scheme

ISA saving scheme and independent financial advice

Medicash

EAP with access to counselling

Enhanced family leave policies

Access to 10 days fully subsidised emergency or back-up care per year

Life assurance

Group income protection

Annual travel season ticket loan

Hybrid working and dress for your day policy

Bespoke training and development opportunities

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.
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