Facilities Coordinator

Kennedys is looking for a Facilities Coordinator to join our Birmingham office. The Facilities Coordinator will be responsible for the provision of support services to an exceptional standard to the officeTo be the point of contact for any onsite services such as, print, mail, security etc.. whilst coordinating all client events. Ensuring the office is to the required standards to work from and aligned to Kennedys brand.TeamThe Facilities team provide strategic support on projects, risk management, contract management, budget management and ensures the firm acts in accordance with local regulations and ISO standards. The Facilities team have presence in all Kennedys offices.Key responsibilities Be the key point of contact for the office, and internal queries. Reporting any major issues or concerns to the Senior Facilities CoordinatorBeing the active presence for the onsite teams and stakeholders proactively handling any concerns ensuring that rectification actions are quickly established and executedEnsuring all offices provide a great working environment to Kennedys staff and a presentable environment to our clientsDeveloping good working relationships with contractors when onsite, and ensure service is aligned expectationsBooking maintenance tasks and issuing permitsEnsure that the Firms' Support Services are maintained and consistently delivered to a high standardFront of House – reception, ensuring meetings are facilitated and catered forMaintain up to date records and adhere to the essential competencies and Service Level Agreements for the roleUndertake and manage ordering and stock control for items such as stationeryCo-ordinate the Facilities Management and property maintenance tasks including Health & Safety.Monitor mailbox and deal with enquiries/direct to the correct personEnsure MFD's are operational daily and report any issues to the relevant teamsProcess incoming mail (this involves internal distribution and uploading to the case management system) as well as dealing with outgoing mailMaintenance – logging helpdesk jobs, arranging building access and permitsArchivingProcess and track invoices relating to orders for FacilitiesProvide holiday cover for team members to include assistance with incoming and outgoing post and ordering stationery.Provide support to the Facilities Leadership Team to include processing expenses and booking travel as and when requiredProvide administrative support to the wider facilities team as and when required.Provide holiday cover for team members including other officesWorking with the wider facilities management to increase the profile of the FM team through Required experience Facilities management experience, in particular within professional services would be advantageousEfficient and diligent document managementExcellent administration skillsExcellent communication skills and attitude to provide a first class service to clientsAbility to identify and proactively manage user concerns or queriesAbility to be flexible on approach towards others, identifying what stakeholders require from youWillingness to travel between all UK offices to ensure the single team ethos is maintained across the team.Team player Please let us know if you require any additional support or adjustments to be made in order to submit your application to Kennedys. *where a level of experience is indicated, this is a guideline only and represents the amount of time we would usually expect a candidate to accumulate the requisite level of experience. This does not preclude applications from candidates with more or less experience. About KennedysKennedys is a global law firm with expertise in dispute resolution and advisory services. With over 2,500 people worldwide across 45 offices in the UK, Europe, Middle East, Asia Pacific and America we have some of the most respected legal minds in their field.Our lawyers handle both contentious and non-contentious matters, and provide a range of specialist legal services, for many industry sectors but we have particular expertise in litigation and dispute resolution, especially in defending insurance and liability claims.We're a fresh-thinking firm, and we're not afraid to bring challenging new perspectives to the table way beyond the traditional realm of legal services. We empower our clients with a diverse range of ideas, tools and technology to make their lives easier, as well as delivering exceptional results, every time.What do we have to offer?We welcome high-performing lawyers, business services professionals, secretaries, graduates and apprentices to join our rapidly expanding global firm. Whatever your role at Kennedys, you'll be involved in exciting and stimulating work, where your input will make a difference.Our culture and values form a big part of who we are and we take them seriously. We make a difference by being approachable, straightforward, supportive and distinctive. Our are at the core of who we are and what make us a great firm to work with and for.The Firm recognises the value of investing in our people's development and believes our culture and values contribute to the quality of our work and of our client relationships. With a culture of on-the-job and experiential learning, peer to peer learning, mentoring, resources and tools that enable you to drive your career, we can support your development in your current and future roles. A variety of other opportunities are available including secondments to clients and our global offices.We strive to celebrate empower our people and ensure everyone can bring their authentic selves to work. We've created a culture based on client service, professional excellence, hard work and trust, where diversity, equity and inclusion (DE&I) is a key priority. We recognise that many of our people want to work for an employer that is aligned to their values, which is why we are building an inclusive culture, decarbonising our operations and supporting our people to thrive at work. Our people are the key to driving this change and helping us to make a difference to our clients, our people and the communities in which we live and work.Kennedys is an equal opportunities employer and is committed to ensuring our recruitment processes are as inclusive as possible. We expect all employees to be aware of and comply with all relevant policies and procedures within their jurisdiction, including those relating to Information Security, Data Protection and Quality Management, refer any breach promptly to Risk & Compliance and to complete all mandatory training when requested. Documents