Job Description

Title 

Premises & Facilities Coordinator

 

Job Purpose 

To provide support to the business by carrying out general facilities-related duties.  This is a pivotal role within the Facilities team, providing assistance across the department, including cover for Front of House absences.

                                                                                               

Responsibilities

Facilities

• Regularly check Facilities portal (Service Now) and carry out requests in a timely manner
• Carry out daily office checks, including printer restocking and reviewing stationery levels
• Manage stationery stock and order any necessary supplies
• Record orders on relevant spreadsheet and track deliveries
• Unpack and distribute deliveries
• Assist with meeting room set-up and clear-down
• Coordinate the retrieval of archived files and boxes from storage, log newly archived items and ensure all activity is tracked with a clear audit trail in ServiceNow
• Open, scan and distribute incoming post
• Empty confidential waste and notify Head of Premises & Facilities of any collection issues

 

Building Services & Maintenance

• Arrange contractor visits, including checking Risk Assessment Method Statements (RAMS) and carrying out any necessary H&S briefings prior to the work taking place
• Review and save any reports and information sent by contractors and highlight any points of note to the Head of Premises & Facilities
• Ensure that preventative maintenance visits are arranged at the required frequency
• Report any requirements for repair to the fabric of Group buildings and furniture
• Assist with premises and internal office moves, including being responsible for providing access to contractors and checking that work has been completed satisfactorily
• Assist the Head of Premises & Facilities in the review of services and running tenders, helping to source additional or replacement suppliers, as appropriate
• Coordinate with the landlord & company maintenance teams and external vendors for urgent repairs or escalations
• Act as a liaison between Facilities and other departments to resolve cross-functional issues
• Coordinate the resolution of outstanding issues or defects identified after any project completion

 

Front of House Cover

• Ensure agreed reception standards are maintained at all times
• Promptly answer telephone calls, screen and forward to recipient
• Greet guests on arrival, complete visitor sign-in procedure and contact the host and/or direct visitor to their meeting room
• Arrange QR codes for visitors
• Manage bookings for meeting rooms
• Organise catering, taxis and couriers as and when requested
• Maintain clean and tidy client area
• Carry out checks of all client meeting rooms at various times during the day to ensure they are in good order and air conditioning set to appropriate temperature
• Manage central Amwins Global Risks mailbox, forwarding relevant enquiries to the correct department and deleting all junk mail
• Order business cards for new starters and replacements for existing employees

 

Health & Safety

• Carry out quarterly H&S inspection of London office
• Create and manage Personal Emergency Evacuation Plans for London office employees
• Support workstation assessments and ensure recommendations are actioned promptly
• Carry out H&S inductions for new starters at London office

 

Team Support

• Support other areas of the Facilities team as and when necessary, including providing holiday cover and supporting projects
• Undertake any other responsibilities that may become necessary for the proper performance of the role
• Maintain a proactive approach to identifying service and cost discrepancies and escalate to Head of Premises & Facilities when necessary

 

Personal Attributes

Knowledge/Skills/Qualifications

• Previous experience in a Facilities role
• Excellent communication skills (both written and verbal)
• Good attention to detail and high levels of accuracy
• Strong administrative skills and good use of initiative
• Excellent time management skills
• Good working knowledge of IT systems including Microsoft Office
• Comfortable managing own workload and acting independently or as part of a team
• Ability to identify issues that can be resolved personally and those requiring escalation
• Capable of multi-tasking and portraying calm disposition even when busy
• Proactive and flexible attitude when dealing with tasks