Workplace and operations co-ordinator

Job title: Workplace and operations co-ordinator

Reporting to: Facilities Manager

Contract type: Permanent

Overall purpose: This is a new role working closely with the Facilities Manager to provide general support for both workplace experience and operations functions.

Location : Based in London.

Hours : 35 hours per week full time. Office based.

• Assisting in managing the Pre Planned Maintenance schedule (PPM) for all offices including liaising with staff and contractors as appropriate.

• Assisting with DSE assessments, under the supervision of the Facilities Manager (and in conjunction with HR).

• Responding to and reporting to the Landlord building teams, any temperature, lighting or other issues with the buildings, including in relation to shared and building services.

• Managing daily issues in relation to the desk booking system Condeco, both in the London and regional offices, including helping with desk allocation and ensuring fee-earners are set up to work effectively.

• Issuing and updating security passes across the firm and managing data produced from their use.

• Acting as a fire marshal and leading evacuation procedures in the absence of the Facilities Manager.

• Managing first aid supplies.

• Absence cover for the reception team: scanning and distributing post, managing coffee machine maintenance, beverage and stationery supplies and assisting with meetings as required.

General

• This is not an exhaustive list. The post-holder will be required to undertake any other reasonable duties in line with the overall purpose and level of the role and as the needs of the business change over time.

Person specification

• A levels or similar level of educational background
• 2 years’ plus experience working in operations or facilities management.
• Knowledge of and or experience of working with a planned maintenance schedule is a significant advantage.
• Fluency with MS office applications including excel.
• Commercial, pro-active and with a common-sense, can-do approach to their work.
• Excellent communication skills – both by telephone and on email.
• Excellent organisation and time management skills with a good ability to prioritise and get things done.
• Able to work effectively with other people at different levels of the business.
• Experience working in a professional services environment would be an advantage.

This is a new role and requires someone who is flexible to do a range of things to support the effective operation of the business.