Facilities Co-ordinator

Location
London
Salary
£35000.00 per annum
Posted
31 Oct 2018
Closes
13 Nov 2018
Ref
TFM-P1712
Contact
Nikki Dallas
Sector
Legal
Contract Type
Permanent
Hours
Full Time
An international law firm headquartered in London is seeking a Facilities Co-ordinator to provide day to day facilities support as directed by the Office Manager. The ideal candidate will be a good communicator with high levels of interpersonal skills, and able to liaise with staff at all levels. You will be professional, have integrity, drive and discretion, and the ability to use your initiative. The ideal candidate will have three years working experience within the facilities and support world, with experience of facilities help desk, office and furniture moves, mechanical and electrical understanding in a multi-tenanted building and ability to carry out general maintenance/DIY tasks. A working knowledge of health and safety and desk assessment ergonomics is required. The Role
  • Assist the OM with co-ordination of PPMs, daily maintenance and routine tasks as indicated on the facilities management system.
  • Assist the OM with daily and weekly health and safety inspections of the workspace (such as fire extinguishers, floor boxes, trip hazards) as outlined in the departments' schedule.
  • Administer the facilities management computer system for help desk queries, preventative and reactive maintenance tasks in areas such as our security, kitchen and FCU equipment maintenance, PAT testing and asset register management, contractor and services information, work orders, and invoice correlation to ensure the system is up to date and accurate. This involves working closely with the OM to ensure all data is captured accurately and on a timely basis.
  • Assist OM with co-ordination tasks during any building emergency, such as floods, power loss, incidents and emergency evacuation. This means working closely with the building's Facilities Manager and engineering team.
  • Supervise the office services team on a day to day basis.
  • Coordinate power/data requirements as directed by the OM/Global Head of Facilities.
  • Assist the OM with furniture moves. This will include liaising with DS (departmental supervisors) regarding zone/departmental changes as directed by senior management, crate requirements etc. This may at times involve lifting of loads such as furniture and files.
  • Review and update departmental floor plans (on CAD drawings).
  • Co-ordinate inspection of fire equipment on site to ensure it complies with fire regulations.
  • Conduct and record all aspects of DSE on-line assessments, including follow up actions. Keep OM and HR informed of any issues/risks requiring immediate attention. Provide advice and action required. Provide monthly DSE on-line management reports to HR and OM.
  • Perform the duties of the fire marshal (as direct by the OM).
  • Liaise with fire wardens and first aiders to ensure their training is kept updated. Also ensure updated lists are forwarded to HR and displayed throughout the office.
  • Ensure defibrillator equipment is serviced on an annual basis.
  • Ensure accident book is kept updated and filed away in a safe place for inspection by our insurers and health and safety auditors.
  • Ensure meeting rooms set up/set down in a timely manner on a day to day basis which may at times have to be done at short notice. To include working closely with the marketing team for room set ups for client events.
  • Assist with some basic DIY tasks such as fixing a broken pedestal locks/lockers, removing or fitting pictures etc., fixing shelves and furniture maintenance.
  • Portages duties as required from time to time, including moving furniture and files within the office.
Experience
  • Experience working within the facilities and support world, with experience of help desk, office and furniture moves and DIY/maintenance tasks.
  • Minimum 2 years supervisory experience.
  • Educated to GCSE standard (or equivalent) - Maths and English (minimum).
  • Intermediate level of information technology.
  • Knowledge of mechanical/electrical aspects to an office within a multi-tenanted building is advantageous.
  • Previous experience dealing with building management in relation to building services issues such as security and fire procedures.
  • Dealings with furniture contacts in relation to e.g. repairs, cleaning, converting a desk from sit/stand enabled to sit/stand ready.
  • A working knowledge of health and safety, desk assessment ergonomics, and use of CAD.
  • Experience of fire safety checks and overseeing a contract is also advantageous.


All CVs must be in English and in Word.
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