Facilities Coordinator - Fixed Term Contract (Until December 2025)

BDO; London; On-site; GBP 80,000 - 100,000; Full time

Job description

Ideas | People | Trust

We’re BDO. An accountancy and business advisory firm, providing the advice and solutions entrepreneurial organisations need to navigate today’s changing world.

We work with the companies that are Britain’s economic engine – ambitious, entrepreneurially-spirited and high‑growth businesses that fuel the economy - and directly advise the owners and management teams that lead them.

We’ll broaden your horizons

Supporting all of our BDO offices, our Property and Facilities team provides everything we need to guarantee our people a safe, efficient, and environmentally-friendly workplace. They ensure that all of our offices use the latest systems and services, enabling seamless collaboration and consistency across our firm. They play a key role in helping us to evolve – in terms of hardware and infrastructure – and they have a uniquely tangible effect on the offices they work with. As part of this forward-thinking and collaborative team, you’ll travel to our offices across the UK to make sure BDO is a brilliant place to work - for your colleagues and for you.

OVERVIEW

To proactively, positively and actively participate as a member of the Property Team in delivering Property and Facilities Services to our internal and external clients. This includes:

• Assisting with reporting on Property Services as outlined in the Responsibilities Section below. Including maintaining and updating Processes, Standard Operating Procedures (SOP’s), Service Level Agreements (SLA’s), Key Performance Indicators (KPI’s) & SharePoint.
• Coordinating & assisting with Compliance for all Statutory and Regulatory Legislation and associated Risk Management for areas of responsibility. Including Health & Safety, completion and review of Risk Register, Risk Assessments, Method Statements (RAMS) & Permits to Work (PTW).
• Proactively liaising and communicating with other members of the Property Team and associated BDO Business Areas while acting as Point of Contact (PoC) for all areas of responsibility, including landlord and sub-tenants.
• Liaising with and coordinating Suppliers and Contractors to Contract Terms & Conditions, SLA’s & KPI’s aligned with Processes & Standard Operating Procedures (SOP’s).
• Assisting with Financial Planning and Budget Management and Invoicing for Areas of Responsibility resulting in Value for Money services aligned with the Business Manager.
• Supporting and covering other members of the Property Team when and where required.

RESPONSIBILITIES

• Supporting & Assisting the Property Team: For all operational aspects of the services being delivered.
• Structuring & Maintaining SharePoint: To be the main Point of Contact (PoC) for SharePoint and its upkeep.
• Projects: Maintaining Record Drawings and Building Information to ensure that this is accurate & up-to-date.
• Moves & Changes: Assisting with Relocations and Move Management including Space Planning and Record Drawings.
• Furniture, Fixtures & Fittings: Maintaining an Inventory for Lifecycle and Strategic Spares / Replacement.
• Workstation & Room Reservation Systems: Assisting with Workstation & Room Systems & Updates.
• Helpdesk: Assist with System Reporting and Compiling Associated Performance Statistics.
• Business Continuity Plan (BCP): Providing input, adhering to and updating the plans.
• Landlord & Sub-Tenants Liaison: Communication & Liaison where required.
• Communication: Drafting and issuing appropriate communications and posting on various systems / sites.
• Continuous Improvement: Apply a Plan, Do, Check, Act (PDCA) Approach to all Activity Undertaken.

REQUIREMENTS

• Experience in a similar front of house / client facing role.
• Previous experience of working within a high-profile corporate environment.
• Knowledge of facilities management processes (preferable).
• Previous experience in Health & Safety or willingness to undertake training.
• Confident communication skills. Recognises that different people require different approaches and adjusts style appropriately.
• Ability to adapt to new experiences including learning new skills or systems in order to provide help during busy periods.
• Use initiative to find tasks to complete and catch up on when in quiet periods.
• Pro-active and hands on – happy to support other team members.
• IT Skills, Outlook, Excel, Word.