Facilities Coordinator

TN United Kingdom; Birmingham; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading global law firm is seeking a Facilities Coordinator for their Birmingham office. The role involves supporting onsite services, managing client events, and ensuring compliance with standards. Ideal candidates will have facilities management experience and excellent communication skills.

Benefits

Professional Development

Inclusive Environment

Diversity Support

Qualifications

• Facilities management experience, preferably within professional services.
• Excellent communication skills and a service-oriented attitude.
• Willingness to travel across UK offices.

Responsibilities

• Serve as the primary contact for the office and internal queries.
• Coordinate facilities management and property maintenance.
• Manage booking of maintenance tasks and permits.

Skills

Communication

Document Management

Proactive Management

Team Player

Job description

Kennedys is looking for a Facilities Coordinator to join our Birmingham office. The Facilities Coordinator will support onsite services such as print, mail, and security, and coordinate all client events, ensuring the office meets Kennedys' standards and brand image.

Team

The Facilities team provides strategic support on projects, risk management, contract management, and budget management, ensuring compliance with local regulations and ISO standards. The team is present in all Kennedys offices.

Key Responsibilities

1. Serve as the primary contact for the office and internal queries, reporting major issues to the Senior Facilities Coordinator.
2. Actively engage with onsite teams and stakeholders, addressing concerns promptly and ensuring swift rectification.
3. Maintain a professional and presentable environment for staff and clients.
4. Build good relationships with contractors and ensure service expectations are met.
5. Manage booking of maintenance tasks and permits.
6. Maintain high standards in support services.
7. Manage front-of-house responsibilities, including reception and meeting facilitation.
8. Keep records up-to-date and adhere to competencies and SLAs.
9. Oversee ordering and stock control for items like stationery.
10. Coordinate facilities management and property maintenance, including health and safety.
11. Monitor mailbox and handle inquiries appropriately.
12. Ensure daily operation of MFDs and report issues.
13. Process incoming and outgoing mail, including uploading to the case management system.
14. Log helpdesk jobs, arrange building access, and permits.
15. Manage archiving and invoice processing related to facilities.
16. Provide holiday cover and support team members with post and stationery.
17. Assist the Facilities Leadership Team with expenses and travel bookings.
18. Support the wider facilities team and promote the FM team’s profile.

Required Experience

1. Facilities management experience, preferably within professional services.
2. Efficient document management skills.
3. Excellent communication skills and a service-oriented attitude.
4. Proactive in managing user concerns and queries.
5. Flexible approach to stakeholder needs.
6. Willingness to travel across UK offices to foster team unity.
7. Team player mentality.

Please inform us if you need any support or adjustments to apply.

*Experience levels are guidelines; applications from candidates with more or less experience are welcome.

About Kennedys

Kennedys is a global law firm specializing in dispute resolution and advisory services, with over 2,500 employees across 45 offices worldwide. We handle both contentious and non-contentious legal matters, with particular expertise in litigation and dispute resolution, especially in insurance and liability claims.

We are a forward-thinking firm, committed to innovative perspectives and empowering clients through diverse ideas, tools, and technology to deliver exceptional results.

What We Offer

We welcome high-performing professionals from various roles to join our expanding global team. Our culture emphasizes approachability, support, and diversity, with a focus on professional development through on-the-job learning, mentoring, and opportunities like secondments.

We are committed to creating an inclusive environment, supporting sustainability, and fostering a culture where everyone can thrive and bring their authentic selves to work.

Kennedys is an equal opportunities employer, committed to inclusive recruitment processes and compliance with relevant policies and procedures.