Workplace Services Coordinator

Clyde & Co Claims LLP; Birmingham; On-site; GBP 28,000 - 34,000; Full time

Job summary

Clyde & Co is seeking a Facilities & Workplace Services coordinator in Birmingham on a 12‑month FTC. You will support delivery of office services, manage reception, meetings, and security processes, and coordinate admin and records management to ensure smooth operations.

You will liaise with HR, IT, Finance, and building management to maintain service standards and contribute to a safe, efficient workplace in the Birmingham office.

Qualifications

• Candidates should demonstrate facilities coordination and client-focused service.

Responsibilities

• Assist with delivery of Workplace Services and Facilities Management support to the Birmingham office.
• Act as ambassador for Workplace Services to promote a professional working environment.
• Coordinate reception, hospitality, switchboard queries, staff welfare, and partner support.
• Oversee reception, meeting rooms, and communal areas for high standards.
• Manage meeting room bookings via Condeco including layouts, equipment and catering.
• Coordinate security access passes with the building security provider.
• Ensure safety and security by following first aid and health & safety procedures.
• Monitor stock levels of stationery and catering within budget.
• Undertake admin tasks for central administration and records management.
• Raise purchase orders and process invoices within approved budgets.
• Coordinate onboarding/offboarding and asset returns.
• Manage deliveries and verify against delivery notes and POs.
• Coordinate office moves and desk setups with equipment and signage.

Skills

Facilities coordination

Reception coordination

Vendor liaison

Customer service

Tools

Condeco

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 bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment, including through our commitment to the SBTi Net‑Zero standard and the setting of ambitious emissions reduction targets.

Commitment

Clyde & Co is proud to be an equal opportunities employer. Our values encourage us to support fairness, celebrate diversity and prohibit all forms of discrimination in the workplace to allow everyone to excel at work. Therefore, we welcome and encourage all applications from suitably qualified individuals, regardless of background or identity.

Learn more about our interview process.

This is the job description as constituted at present; however, Clyde & Co reserves the right to reasonably amend it in accordance with the changing needs of the business.

We’re a global law firm working with businesses at the heart of global trade and commerce. But we’re so much more than that.

Our collective drive, our pursuit of excellence and our ambition to do our best for our clients, and each other has fuelled our growth for over 90 years.

Find out more about our firm. It’s an exciting time to work with us.

With challenging cases, impactful client projects, growing teams and new offices, you’ll work in a fast‑paced environment with rewarding outcomes.

Collectively, we strive towards our shared goal of consistently delivering exceptional outcomes and bringing the best out in each other.

Explore where you could work with us.

Our early careers programmes differ from any other law firm, because of our rich learning experience coupled with our opportunities to work directly with clients.

In return, we ask you to bring your ambition and collaborative mind to support the firm’s continued success and growth.

Discover where we are based.

Here, you’re in good company.

With over 5,500 individuals with offices in every time zone, our drive for success is continuous, reaching across the globe.

Our people stay with us because we invest in strong relationships and value shared success.

Learn more about life with us.