Facilities Coordinator

Goodwin; London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading law firm in London seeks a Facilities Coordinator to provide essential operational support. You will manage facilities-related issues across multiple offices, ensuring smooth operations. The ideal candidate possesses strong organizational and communication skills, and thrives in a fast-paced environment. This role offers a supportive work environment with opportunities for professional growth.

Qualifications

• Proven ability to maintain confidentiality and handle sensitive information.
• Commitment to self-development and collaboration with colleagues.
• Strong analytical skills for administrative problem-solving.

Responsibilities

• Act as a first point of contact for facilities-related issues.
• Manage all incoming requests via the facilities helpdesk.
• Coordinate repairs and service delivery for multiple offices.
• Process facilities related invoices and maintain finance trackers.

Skills

Organizational skills

Communication skills

Problem-solving

Attention to detail

Proficiency in Microsoft Office

Job description

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.

Are you a proactive and detail-oriented professional looking to make a significant impact in the legal field? As a Facilities Coordinator at Goodwin, you will be at the heart of our operations, providing essential administrative and operational support to help ensure that our offices run smoothly and efficiently. This role is perfect for someone who thrives in a fast-paced environment and possesses strong organisational, communication, and up-to-date technical skills. You will be instrumental in ensuring we deliver on our core principles including a firm first mentality, client-centricity, collaboration and excellence. As the Facilities Coordinator, you will play a pivotal role in ensuring the smooth and efficient operation of our offices in the UK, Luxembourg, Brussels and Munich. We offer a supportive and inclusive work environment where you can develop your skills and grow your career. This is a challenging and rewarding role that offers the opportunity to make a real difference.

What you will do:

• Act as a first point of contact for any facilities-related service issues ensuring they are resolved quickly and satisfactorily (and calling the relevant vendors or support services as needed) and taking responsibility for ensuring any ongoing matters are escalated.
• 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. Make necessary updates to the London office Building Management System (BMS) as needed.
• Liaise closely with on-site maintenance teams and external contractors to coordinate repairs, PPM, and service delivery for the London, Luxembourg, Brussels and Munich offices liaising with the local office administration or building management teams and submitting RAMS and permits as required.
• Work with the Senior Facilities Manager to coordinate annual audits, inspections, and site assessments when required for the UK, Luxembourg, Munich and Brussels offices.
• Analyse and process all London and Cambridge facilities related invoices including the taxi and hospitality service accounts and maintaining the facilities finance trackers for London. Liaising with Accounts Payable where necessary.
• Support the Senior Facilities Manager on all Health & Safety compliance matters including maintaining records for UK & Europe; ensuring the fire warden and first aid certificates are current and arranging training where needed Ensuring the relevant Health & Safety log books are updated as needed.
• 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 offices) and Keynius locker system (London office).
• Work with the Senior Facilities Manager and Senior Office Administrator to ensure the iNet pages for the London, Cambridge, Luxembourg, Brussels and Munich offices are up to date and current.
• Deputise for the Senior Facilities Manager during periods of absence.

Who you are:

• Excellent Organizational and Multitasking Abilities:You possess exceptional organizational skills, allowing you to manage multiple tasks and projects simultaneously with efficiency and precision. Your ability to prioritize and handle a variety of responsibilities ensures that deadlines are met and operations run smoothly, even in a fast-paced environment.
• Strong Communication Skills, Both Written and Verbal:You have outstanding communication skills, both written and verbal, enabling you to convey information clearly and effectively. Whether drafting legal documents, corresponding with clients, or collaborating with colleagues, your communication is always professional and articulate, fostering strong working relationships and ensuring accurate information exchange.
• Ability to Maintain Confidentiality:You understand the importance of confidentiality in the legal field and are committed to maintaining the highest standards of privacy and discretion. You handle sensitive information with care, ensuring that all client and firm data is protected and only shared with authorized individuals
• Actively Pursues Opportunities for Self-Development and Collaboration:You are committed to continuous learning and professional growth. You actively seek out opportunities to enhance your skills and knowledge, and you value collaboration, working effectively with colleagues to achieve common goals and improve team performance.
• Understands Firm Structure and Available Resources:You have a thorough understanding of the firm’s structure and the resources available to you. This knowledge allows you to navigate the organization efficiently, leveraging the right tools and contacts to support your work and contribute to the firm’s success.
• Looks for Ways to Improve Processes and Procedures:You are proactive in identifying areas for improvement within existing processes and procedures. Your innovative mindset drives you to suggest and implement changes that enhance efficiency, accuracy, and overall effectiveness.
• Analytical Ability to Solve Administrative Problems:You possess strong analytical skills, enabling you to find solutions to various administrative challenges. You can assess situations, accurately identify issues, and prioritize workloads effectively, ensuring that problems are resolved promptly and operations continue with minimal disruption.
• Proficiency in Microsoft Office and HR Systems: You are highly proficient in Microsoft Office Suite. Your technical fluency enables you to manage recruitment workflows, maintain accurate records, and support data-driven decision-making with confidence and efficiency .
• 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 a proactive approach to 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).