Senior Facilities Administrator (18 month FTC)

Bird & Bird; Greater London; On-site; GBP 32,000 - 42,000; Full time

Benefits offered by this job

Private medical cover

Life assurance

Cycle to work scheme

Electric vehicle scheme

Job summary

Bird & Bird in London is seeking a Senior Administrator to join the Facilities team on an 18-month fixed-term contract. The role covers administration, helpdesk support and project assistance, with ownership of the Global Business Travel contract.

The position is 35 hours per week, Monday to Friday 09:30–17:30, with occasional after-hours work for international meetings or covering colleagues. Strong organisational and communication skills are essential.

Qualifications

• Fluent in written and spoken English (GCSE English and Maths essential)
• Excellent verbal and written communication skills
• Ability to lead meetings with senior management and present updates
• Good organisational and diary management capabilities
• Basic understanding of project management principles
• Experience in facilities/administration within professional services preferred

Responsibilities

• Processing purchase orders, invoices and financial administration
• First port of call for Accounts team queries and supplier payment issues
• Oversee Facilities Helpdesk, reactive and PPM tasks with high service levels
• Coordinate service sheets and present monthly updates to FM management
• Maintain health, safety and business continuity systems and information
• Collate team rotas and support FM Managers diaries
• Assist Facilities Director with diary management and travel bookings
• Manage Global Business Travel contract day-to-day with travel managers
• Lead regular calls with office managers and resolve issues
• Support Sustainability reporting for London office
• Assist with major FM procurement contracts

Skills

Verbal and written English

Communication skills

Organisation and diary management

MS Office (Word, Excel, Outlook)

Project coordination

Tools

Microsoft Word

Excel

Outlook

Job description

We have the opportunity for a Senior Administrator to join our Facilities team in the London office on an 18-month FTC. This role will comprise of admin and helpdesk responsibilities, alongside project support. In addition, it will include managing the operational requirements of the Global Business Travel programme.

Bird & Bird's Facilities team's mission is to provide a high quality, safe working environment for the firms prestigious London office. The team comprises a mix of in-house management and direct service teams, and outsourced managed contracts covering all aspects of Facilities Management, including procurement, hospitality, reception and catering, mail room, moves and changes, cleaning, security and ancillary services, as well as having full responsibility for all mechanical and electrical services in the building. From keeping the lights on to keeping the team fed, the Facilities Management teamwork behind the scenes to deliver excellent services with a minimum of fuss to a demanding but supportive business.

The role is 35 hours per week, Monday to Friday 0930 - 1730. Occasionally, it will be necessary to work outside of those hours, for international meetings or to cover for others during absence and holidays.

Key Responsibilities

• Processing purchase orders, invoices and any financial administration required


• First port of call for all Accounts team queries, providing day-to-day support and escalating supplier payment issues as required


• Oversight and escalation for Facilities Helpdesk, reactive and PPM tasks, ensuring high level of customer service


• Leading on service sheet coordination and presenting monthly updates to FM management


• Ensuring health & safety and business continuity systems and information is up to date, admin support to Business Continuity team


• Collating team rotas and managing support for FM Managers diaries


• Supporting Facilities Director with diary management, travel bookings and ad hoc admin


• Ownership of the operational day to day of the Global Business travel contract, main point of contact for travel managers in other offices and UK key contact


• Leading regular calls with office managers; gathering feedback and facilitating resolution to issues.


• Leading the data gathering and input to support Sustainability reporting for the London office


• Supporting major contract procurement for key FM services

What You'll Bring

• Willingness to share best practice knowledge and experience is a key success factor


• Flexibility regarding working hours is essential


• Good verbal and written communication skills (fluent in written and spoken English - GCSE English and Maths essential)


• Confident in leading and presenting at meetings with senior management, including presenting Helpdesk performance data and operational updates


• Able to differentiate between safe and unsafe working practices with ability to ask for help when necessary


• A general understanding of the business, a sense of clients' needs and a commitment to delivering quality services


• IOSH Managing Safely or IWFM certification (desirable)


• Excellent organisational skills and Intermediate IT literacy in Microsoft Office including MS Word, Excel and Outlook. Basic understanding of principles of project management


• Previous administrative experience is required preferably within a professional services environment

What's In It For You

We provide comprehensive support for our colleagues' health and wellbeing, including private medical cover, life assurance, critical illness cover, and regular health assessments.

In addition, we offer a range of lifestyle benefits designed to help our team live their best lives, such as a cycle to work scheme, access to online GP appointments, discounted gym memberships, and an electric vehicle scheme.

If you require any assistance, please email us at [e-mail]

Bird & Bird opens up a world of possible for lawyers and professionals everywhere. Working for a leading international law firm like Bird & Bird means working alongside people who are truly collegiate in the way they work with everyone. We work as one global team, with over 70% of work involving people from across the firm. And that's only increasing! It's this common purpose and shared approach that makes for a more productive and collaborative place to work. Your firm. Your future.

If you want to find out more, visit www.twobirds.com

As a disability and neurodiversity inclusive employer we want to ensure that you have a barrier-free recruitment experience at Bird & Bird. If you require any adjustments during the recruitment process, please provide details to your recruitment contact who will be in touch to discuss any details provided and understand more about your individual adjustment needs.