FACILITIES COORDINATOR

Location: London

Contract Type: Permanent

Closing Date: 04 July 2022

Salary: £25750

FACILITIES COORDINATOR

JOB DESCRIPTION

 

POSITION TITLE:      FACILITIES COORDINATOR

REPORTING TO:       DIRECTOR, FINANCE

DEPARTMENT:         FINANCE

 

Background

London & Partners is the business growth and destination agency for London. Our mission is to create economic growth that is resilient, sustainable and inclusive.   

We are a social enterprise, combining purpose with commercial rigour. We are funded by grants, partners and our portfolio of commercial ventures. 

 We support high-growth businesses to scale – both international businesses expanding into the UK and London-based businesses growing internationally. We develop London as a destination and attract visitors and events. We grow London’s global reputation to support economic growth. We create partnerships and profit-making ventures that enable us to scale The Facilities Coordinator is responsible for the smooth running of the London office ensuring that all necessary actions are taken to make the office a welcoming and efficient working environment.

These activities are all part of London & Partner’s core strategic objective to provide cost-effective quality services to L&P and to strive to be even more effective and efficient in how we promote London.

Our key performance indicators are the economic growth (gross value added) and jobs that we create, the satisfaction of our clients and partners, and our commercial performance.   

Purpose of role

The Facilities Coordinator is responsible for for the smooth running of the London office ensuring that all necessary actions are taken to make the office a welcoming and efficient working environment. 

These activities are all part of London & Partner’s core strategic objective to provide cost-effective quality services to L&P and to strive to be ever more effective and efficient in how we promote London

Key tasks

Property

  • Support the Director, Finance to liaise with the landlord and other occupiers regarding all building services and general maintenance matters.
  • Collate maintenance requirements and source suppliers as required. Manage relationships with suppliers and maintenance contracts
  • Support the Director, Finance to manage projects such as office refurbishment and office fit-outs as and when required taking into account of agile and smart working best-practice.
  • Coordinate the renewal of our insurance cover by working closely with the Director, Finance and liaising with brokers to ensure we receive adequate and cost-effective over.
  • Liaise with the landlord for the issue of staff security ID passes and all security issues.
  • Liaise with the landlord on the provision of cleaning services in the office to an agreed standard.
  • Identify all requirements, source suppliers and purchase the following services: Off-site archive storage, and couriers, printing and stationery, recycling and staff refreshments.
  • Manage the organisation of deliveries, and incoming mailand liaison with landlord’s reception and security teams.
  • Support the coordination of on-site events and programmes.
  • Maintain our desk booking system and create periodic reports on desk utilisation.
  • Manage switchboards for all incoming calls ensuring that there is full coverage during core hours on all working days.
  • Ensuring that the kitchen and other areas used for refreshments are kept clean, tidy and  well stocked

 Health & Safety (H&S)

  • Maintain and review HS systems and policies including online H&S training modules.
  • Guide staff to carry out DSE assessments online, both existing and new staff, plus provide ergonomic equipment when required and help with any issues when they occur.
  • Carry out risk assessments and workstation and deliver solutions as appropriate
  • Manage all H&S incidents/accidents on the premises.
  • Ensure all H&S regulations have adhered to, and all Fire Safety certificates are current.
  • Act as a Fire Warden and First Aider (training will be provided)
  • Ensure that all staff receive an induction on facilities which includes Health & Safety, Fire Safety and Environmental policies.
  • Manage removal of leavers from systems.
  •  

Person Specification

The successful candidate will demonstrate:

Skills

  • Teamwork and interpersonal skills
  • Strong customer service skills
  • Confident working independently
  • Strong verbal and written communication skills
  • Problem-solving approach
  • Experience with Microsoft Office packages

 Competencies

  • Facilities management experience (desirable but not essential)
  • Facilitation and influencing skills
  • Excellent relationship building skills
  • Organisationally savvy – can make connections across the business to deliver results
  • Strong communicator and ability to influence
  • Aptitude for seeing projects through to conclusion

 Our values

 We are passionate about London 

  • We are passionate about London - its history, culture and creativity.
  • We work to build a vibrant future for London and for the UK.
  • We are proud to serve our city.

 We are enterprising

  • We are curious, creative and resilient.
  • We work with partners and with the market to achieve our mission for London.
  • We generate profit to reinvest in London's future.

 We are inclusive

  • We champion diversity internally and externally.
  • We strive to reflect the city that we represent.
  • We create communities where people feel valued and belong.

 

 

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