Facilities Coordinator

PKF Littlejohn; Greater London; On-site; GBP 26,000 - 38,000; Full time

Job summary

PKF Littlejohn is seeking an experienced Facilities Coordinator to support the Facilities Manager in our London office (circa 42,500 sq ft). The role focuses on safety, maintenance and creating a productive environment for staff and visitors.

Reporting to the Facilities Manager, the role involves coordinating front desk activities, vendor management, health and safety compliance and event setup. This is an office-based position with flexible hours for events.

Qualifications

• Proven experience in a Facilities role.
• Self-starter and pro-active in finding tasks that need completing.
• Ability to manage own workload.
• Excellent personal skills and an approachable and professional manner.
• Confidence to challenge colleagues who are not following policies and procedures.
• Flexibility to cater for events outside of core hours.

Responsibilities

• Office environment – keep the office clean, replenish consumables, manage waste, set up meeting rooms.
• Stationery – monitor levels, replenish supplies and place orders.
• Visitor management – front of house duties and logging visitors for compliance.
• Telephony – operate switchboard and take messages.
• Access control – manage staff passes and building access.
• Liaison with WeWork – coordinate with building services.
• Vendor management – supervise external facilities vendors.
• Event management – assist with client seminars and staff events.
• Building maintenance – liaise with management and contractors.
• Health and Safety compliance – ensure policies and standards are followed.
• Emergency response – support fire and evacuation procedures.
• Post handling – manage post room and distribution.
• Banking – deposit cheques at local bank.
• Archiving – handle offsite archiving requests.
• Ad hoc project management – support repairs, refurbishments or relocations.

Skills

Facilities management

Time management

Organisational skills

People skills

Policy compliance

Event coordination

Job description

Overview of Firm

PKF Littlejohn is one of the leading challenger firms in the UK with offices in London, Leeds and Manchester. We are also an active member of PKF Global, an international network of legally independent accounting firms that gives us an on the ground presence in 150 countries around the world with access to more than 20,000 people across 440 offices globally.

We provide a full range of audit, accountancy, tax and advisory services, and are experts at simplifying complexity. We are particularly well-known for working with complex clients with challenging issues in fast-moving and highly technical areas, such as the insurance industry, the global capital markets and the not for profit sector. Our aim is to understand people, the organisations they run, and what matters to them, so we can simplify complexity and help them achieve their ambitions.

Click here to learn more about us.

Introduction to the Division

Infrastructure

We are good at getting things done and our Infrastructure team applies this mentality to ensure we have the right tools, technology, strategies and services in place to deliver exceptional client service and future-proof our growing business.

We’re looking for forward-thinking people to come on board and join us within Technical & Compliance, Finance, IT, Training, Human Resources, Business Development/Marketing, Legal, and Administration.

These teams play a key role in the success of the firm as they shape the way we operate. By joining one of these teams, you’ll influence the future of PKF, while enjoying the support, training and opportunities you need to succeed both personally and professionally.

Responsibilities

We are seeking an experienced Facilities Coordinator to support the Facilities Manager in the day to day operations of our London office (circa 42,500 square foot). The successful candidate will help ensure that our facilities are safe and well-maintained, providing an enjoyable and productive environment for all employees and visitors.

The role reports to the Facilities Manager and will also work closely with the Facilities Assistant. The role will be fully office based with no ability to work remotely and will require some flexibility in working hours where events occur outside of core hours.

• Office environment – ensuring that the office is kept clean and tidy, consumables are replenished regularly, waste disposed of and meetings rooms are appropriately set up before each meeting and ensuring that office storage is efficiently used.
• Stationary – Monitoring levels of stationary within the office, replenishing and relocating supplies as required and making orders from suppliers.
• Visitor management – operate the front of house welcome desk and ensure that all visitors are appropriately greeted and have a positive welcome experience. Maintain a log of visitors for compliance purposes, liaising with building management to ensure that visitors are logged even when arriving outside of core hours.
• Telephony – operate switchboard and redirecting calls and taking messages as appropriate.
• Access control – manage staff passes for access to both the building and the office floors, ensuring that staff can access the office as needed and that physical security is maintained.
• Liaison with WeWork – Communicate with the WeWork community team who manage most building services and maintenance.
• Vendor management - Liaise with other service providers for cleaning, catering, and any other Facilities services which are not managed through WeWork. Coordinate and supervise the activities of external Facilities vendors.
• Event management – supporting the setup of events, such as client seminars and staff drinks, as well as arranging for subsequent tidying as required.
• Building maintenance – liaising with both building management our own contractors to ensure that the office space is kept in a state of good repair.
• Health and Safety compliance – ensuring that employees and visitors comply with all facilities policies, regulations and standards.
• Emergency response – in the event of emergencies, including fire or other evacuations, ensure that all emergency response plans and procedures are followed by staff and visitors. The Facilities Manager will be the primary Fire Marshall and First Aider in the office.
• Post – Sharing post room responsibilities with other team members, including collecting, opening, scanning and distributing incoming post, destroying hard copies when no longer required and sending outgoing post as required.
• Banking – Depositing physical cheques at the local bank branch.
• Archiving – Processing requests to retrieve paper files from offsite archiving, receiving archiving deliveries and passing to the relevant team and processing return of files to archiving.
• Ad hoc project management - support any ad hoc Facilities projects including office repairs, refurbishments or relocations, ensuring projects are completed on time and within budget.

Person Specification

Skills, Experience And Qualifications

• Proven experience in a Facilities role
• Self-starter and pro-active in finding tasks that need completing
• Ability to manage own workload
• Excellent personal skills and an approachable and professional manner
• Confidence to challenge colleagues who are not following policies and procedures
• Appropriate levels of flexibility to be able to cater for specific events which may be slightly earlier or later than usual hours