Workplace Services Coordinator

clydeco; Birmingham; On-site; GBP 28,000 - 36,000; Full time

Job summary

Clyde & Co in Birmingham is seeking a proactive Workplace Services & Facilities Management Coordinator on a 12-month FTC. You will support office services, reception, meeting room management, security access, health and safety, and general admin to ensure a professional working environment.

As part of UK & ROI Facilities Management, you will coordinate onboarding, supplier interactions, and asset management while maintaining high service standards across multiple locations.

Responsibilities

• Proactively assist with the delivery of professional, efficient, and client-focused Workplace Services and Facilities Management support to the office.
• Act as an ambassador for Workplace Services, promoting a positive and professional working environment.
• Support day-to-day coordination of office services, including reception, hospitality, switchboard queries, staff welfare, and partner support.
• Oversee reception, meeting rooms, and communal areas to maintain high standards of presentation and functionality.
• Manage meeting room bookings through Condeco, ensuring layouts, equipment, and catering as requested.
• Coordinate security access passes with the building security provider.
• Ensure safety and security by following health and safety procedures and reporting incidents.
• Monitor stock levels of stationery, refreshments, and catering supplies within budget.
• Undertake administrative activities as part of the central administration team, including shared mailboxes.
• Assist with records management, filing, retrieval, organisation, and queries.
• Raise purchase orders and process invoices within delegated authority and budgets.
• Coordinate onboarding and offboarding to ensure equipment and assets are managed.
• Manage deliveries and verify goods against delivery notes and purchase orders.
• Coordinate office maintenance, schedule contractor visits, and liaise with reception teams.
• Provide administrative support to the UK & ROI Facilities Management team.
• Collect and report office attendance data for Birmingham, Guildford, and Bristol with validation checks.
• Maintain Fire Marshal and First Aider registers and ensure compliance with health and safety requirements.
• Conduct routine workplace inspections to meet operational, health, safety, and housekeeping standards.
• Support emergency response procedures and business continuity plans.
• Coordinate office moves, workspace changes, and desk set-ups including equipment and signage.
• Respond to facilities-related issues and incidents as required.
• Deliver exceptional service to internal and external clients and act as a trusted contact.
• Resolve day-to-day workplace queries with timely updates and practical solutions.
• Liaise between Workplace Services, Facilities Management, Legal Support, HR, IT, and Finance to improve service delivery.
• Build strong stakeholder relationships and identify opportunities to enhance employee and client experience.
• Work with colleagues to meet service standards and KPIs and demonstrate flexibility to support the wider business.
• Communicate effectively with managers and teams to ensure high service levels.
• Coordinate with contractors, suppliers, and building management teams to maintain professional operations.

Job description

Contract: 12 Month FTC - Full time

Location: Birmingham

Key Responsibilities

• Proactively assist with the delivery of professional, efficient, and client-focused Workplace Services and Facilities Management support to the office.
• Workplace Services
• Act as an ambassador for Workplace Services, promoting a positive and professional working environment.
• Support the day-to-day coordination of office services, including reception, hospitality, switchboard queries, staff welfare, and partner support.
• Oversee reception, meeting rooms, and communal areas to ensure high standards of presentation and functionality are maintained.
• Manage meeting room bookings through Condeco, ensuring room layouts, equipment, functionality, and catering arrangements are delivered as requested.
• Coordinate the provision and management of security access passes in conjunction with the building security provider.
• Ensure the safety and security of visitors and staff by adhering to first aid, health and safety, and emergency procedures, reporting incidents where appropriate.
• Monitor and maintain stock levels of stationery, refreshments, and catering supplies, ensuring expenditure remains within budget.
• Undertake administrative activities as part of the central administration team, including monitoring and actioning shared mailboxes.
• Assist with records management activities, ensuring accurate filing, retrieval, organisation, and resolution of related queries.
• Raise purchase orders and process invoices within delegated authority levels and approved budgets.
• Coordinate onboarding and offboarding activities, ensuring new starters have the required workplace and IT equipment and that company assets are returned by leavers.
• Manage incoming deliveries, ensuring goods received are checked against delivery notes and purchase orders for accuracy and completeness.
• Facilities Management
• Act as an ambassador for Facilities Management and support day-to-day facilities operations.
• Coordinate office maintenance requirements and schedule contractor visits, working closely with office and building reception teams to ensure visits are managed efficiently and securely.
• Provide administrative support to the UK & ROI Facilities Management team.
• Coordinate the collection and maintenance of environmental and operational data within Pulsora, including information from suppliers, systems, meters, and manual inputs.
• Collect and report office attendance data for Birmingham, Guildford, and Bristol, conducting regular validation checks to ensure accuracy.
• Maintain and regularly update Fire Marshal and First Aider registers, ensuring compliance with health and safety requirements.
• Conduct routine workplace inspections to ensure offices meet operational, health, safety, and housekeeping standards.
• Support emergency response procedures and business continuity plans.
• Coordinate office moves, workspace changes, and desk set-ups, including equipment and signage requirements.
• Respond to and coordinate ad hoc facilities-related issues and incidents as required.
• Customer Service
• Deliver an exceptional level of service to internal and external clients, becoming a trusted and reliable point of contact.
• Resolve day-to-day workplace and facilities queries, providing timely updates and practical solutions.
• Act as a liaison between Workplace Services, Facilities Management, Legal Support, and other internal functions including HR, IT, and Finance.
• Build strong working relationships with stakeholders and identify opportunities to improve service delivery and the overall employee and client experience.
• Work collaboratively with colleagues and cross-functional teams to achieve agreed service standards and key performance indicators (KPIs).
• Demonstrate flexibility and a proactive approach to supporting the wider business when required.
• Communication
• Communicate effectively with Workplace Services Managers, the Facilities Manager, Legal Support Managers, and colleagues at all levels to ensure a consistently high level of service.
• Liaise professionally with internal stakeholders, contractors, suppliers, and building management teams.
• Provide clear and timely updates on workplace services, facilities activities, and operational issues as required.

The Firm

When you work at Clyde & Co, you join a team of 500 partners, 2,400 lawyers, 3,200 legal professionals and 5,500 people in nearly 70 offices and associated offices worldwide. Our values are the principles that guide the decisions we make, unite us in our endeavours and strengthen our delivery, for both our clients and our firm. We work as one, excel with clients, celebrate difference and act boldly. We are committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves. We are devoted to providing an environment in which everyone can realise their potential, using its legal and professional skills to support its communities. We do this through pro