Facilities Coordinator

Goodwin; City Of London; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading global law firm in London is seeking a Facilities Coordinator to manage service requests and liaise with maintenance teams. The ideal candidate will exhibit strong organizational abilities and communication skills, ensuring efficient facilities management across multiple locations. Proficiency in Microsoft Office is essential. This role supports a dynamic work environment with a commitment to maintaining health and safety compliance.

Qualifications

• Excellent organizational and multitasking abilities in a fast-paced environment.
• Strong written and verbal communication skills.
• Proactive in identifying and implementing process improvements.

Responsibilities

• Act as a first point of contact for facilities-related service issues.
• Manage all incoming requests via the facilities helpdesk.
• Coordinate repairs and maintenance with on-site teams.

Skills

Organizational skills

Communication skills

Proficiency in Microsoft Office Suite

Analytical thinking

Adaptability

Job description

Overview

Join Goodwin’s Global Operations Team, and make a real impact on a global scale. At Goodwin, we work with some of the world’s most successful and innovative investors, entrepreneurs and disruptors in the life sciences, private equity, real estate, technology and financial industries, and where they converge. As part of the Global Operations Team – all business professionals at the firm – you’ll collaborate with colleagues from varied backgrounds and experiences, fostering an environment where cross-functional learning, networking, and collaboration are at the core of what we do.

Here, we’re not just supporting a law firm; we’re partnering with attorneys and clients to deliver cutting-edge solutions in high-stakes litigation and dispute resolution, world-class regulatory compliance and advisory services, and complex transactions. Our commitment to integrity, ingenuity, agility, and ambition drives us, and we’re proud to have been recognised as the “Best Business Team” by The American Lawyer.

This is your opportunity to grow professionally in a dynamic, global environment, surrounded by forward-thinking peers.

What you will do

• Act as a first point of contact for facilities-related service issues ensuring they are resolved quickly and satisfactorily, calling the relevant vendors or support services as needed, and escalating ongoing matters as appropriate.
• Manage all incoming requests via the facilities helpdesk, logging and tracking issues across the UK, Luxembourg, Munich and Brussels offices, escalating issues to the Senior Facilities Manager as appropriate. Update the London office Building Management System (BMS) as needed.
• Liaise with on-site maintenance teams and external contractors to coordinate repairs, planned preventive maintenance (PPM), and service delivery for the London, Luxembourg, Brussels and Munich offices; liaise with local office administration or building management teams and submit RAMS and permits as required.
• Coordinate annual audits, inspections, and site assessments for the UK, Luxembourg, Munich and Brussels offices in collaboration with the Senior Facilities Manager.
• Analyse and process all London and Cambridge facilities-related invoices, including taxi and hospitality service accounts, and maintain facilities finance trackers for London; liaise with Accounts Payable as necessary.
• Support Health & Safety compliance matters, including maintaining records for UK & Europe; ensure fire warden and first aid certificates are current and arrange training where needed; ensure relevant Health & Safety log books are updated.
• Coordinate DSE assessments and schedule regular review meetings with the DSE team for the London and Cambridge offices.
• Facilitate onboarding and offboarding for all staff on OfficeSpace (UK, Luxembourg, Brussels and Munich) and Keynius locker system (London).
• Work with the Senior Facilities Manager and Senior Office Administrator to ensure iNet pages for the London, Cambridge, Luxembourg, Brussels and Munich offices are up to date.
• Deputise for the Senior Facilities Manager during periods of absence.

Who you are

• Excellent organizational and multitasking abilities with the capacity to manage multiple tasks and projects simultaneously in a fast-paced environment.
• Strong communication skills, both written and verbal, enabling clear and professional dialogue with clients and colleagues.
• Ability to maintain confidentiality and handle sensitive information with care.
• Active pursuit of self-development and collaboration; openness to learning and teamwork.
• Understanding of firm structure and available resources to navigate the organization effectively.
• Proactive in identifying and implementing process improvements.
• Analytical ability to solve administrative problems and prioritize workloads.
• Proficiency in Microsoft Office Suite and HR systems; capable of managing recruitment workflows and data-driven decision-making.
• Collaborative team player with a firm-first mindset; client-focused with a commitment to excellence.
• Adaptable, resourceful, and able to work independently; strong attention to detail and proactive problem-solving.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Goodwin Procter LLP is an equal opportunity employer. This means that Goodwin Procter LLP considers applicants for employment, and makes employment decisions without unlawful discrimination on the basis of race, color, gender, gender identity or expression, age, religion, national origin, citizenship status, disability, medical condition, genetic information, marital status, sexual orientation, military or veteran status, or other legally protected status.

Goodwin is a disability-inclusive employer. Please contact us if you require any disability-related adjustments during the interview process, or would like to have a confidential conversation with a member of the recruitment team. If there are any disability-related reasons which have impacted your profile, we may also be able to make adjustments for these. Please see our Disability-Related Screening Adjustments page if this applies to you. (Disability refers to sensory and physical conditions, long-term health conditions, neurodivergence and mental health conditions).