Job Description

Job Title:

Facilities Coordinator

Location:

London office

About the Business:

Here at Pinsent Masons we bring together the best people to get the job done. We're naturally curious, constantly learning, listening, and growing. We'll truly value your ideas. You'll be joining an award-winning, hardworking and commercially minded team, where you'll have the opportunity to work with leading experts and form meaningful relationships, while making a difference. You'll get the opportunity to be involved in varied and challenging work. Working in an open and supportive environment, to deliver outstanding results.

Purpose of the role:

To co-ordinate the administration function within the Facilities Team providing effective core processes across the Facilities function on a global basis.

Main duties and responsibilities:

Functional responsibilities

Working closely with the Facilities Heads, (7 in total), this role plays a critical role in the efficient and effective delivery of Facilities Services to employees and partners. Deliver against the programme of work to review all existing processes to deliver excellent customer services with streamlined processes. Create a culture of continuous improvement, taking feedback to drive improvements on an ongoing basis. Work closely with the Head of Property to maximise use of the Property Software System to deliver enhancements to processes and reporting. Being a Property Software Superuser, providing management information, process invoices, interface with the Finance and HR teams, uploading of lease documentation and maintenance of our SharePoint documentation. Service charge and dispute management support. Proactively build, maintain and foster professional relationships with key stakeholders across the firm. Drive a customer focussed mind-set in all that Facilities do. Support strategic projects within the Facilities Team. Work as a key go-to person within the Facilities Team to drive up standards and performance through example. Achieve intra-team efficiencies by identifying and reducing duplication, evaluating working methods and considering alternative approaches to delivery. Carry out pre and post occupancy surveys. Project research such as ESG guidelines and best practice.

Team responsibilities

Support colleagues by giving input and guidance on day-to-day matters. Review and improve training and induction for team members to drive up performance. Help team develop their global perspective, avoiding a UK-centric viewpoint. Booking travel, invoice administration and covering for Facilities Co-ordinator PA role as and when necessary. Provide clear and timely updates to the Director and Department Heads and other key stakeholders. Ensure appropriate, fully fit for purpose and cost-efficient processes are successfully introduced globally.

General

Ensuring documentation is up to date and available for all processes. Communicating new or changes to existing process to all relevant teams so that they are aligned with other applicable policies, such as the ESG and Health and Safety policies. Maintain close and regular dialogue with all areas of Facilities

Candidate Overview:

We are looking for candidates who ideally hold the following skills and experience:


Significant experience of working within a Facilities or central administrative function, preferably within a professional services / shared services environment. Demonstrable experience of delivering change and improving processes. Experience of working across all functions to deliver streamlined end to end processes Experience of International administration within EMEA and APAC is desirable. Experience using property database software to deliver property administration is desirable Experience of dealing with all levels of staff and Partners in a persuasive and credible manner. Strong listening and problem-solving skills. Strong organisational skills. Strong Word, Excel, PowerPoint and database skills. Educated to A-Level standard. Business or Facilities degree preferable.

What can we offer you?

Carers' leave (up to five paid days' leave towards caring responsibilities) 25 days' annual leave entitlement and the opportunity to purchase or roll over 5 days. Contributory pension of up to 5%. Private healthcare policy Death in service cover (4 x base salary). Eligibility to apply for an interest free season ticket loan, an interest free gym membership loan and/or an interest free rental deposit loan. Cycle to work scheme.

What happens next?

Once your application has been submitted and reviewed, our Recruitment team will share the outcome with you by email.


We typically hold two interview stages per vacancy providing the opportunity to meet two members of the hiring team at each stage. The first stage is typically conducted virtually and the second stage typically in person at the office in which the role would be based. However, we strive to remain flexible depending on the requirements of the role or the candidate.

Our strength lies in our differences.

We are a Disability Confident and top Stonewall employer, a Valuable 500 member, a founding member of the Mindful Business Charter, signatory of the Race at Work Charter and a proud partner of Neurodiversity in Law. We encourage and value different ideas and styles of thinking. It's with different perspectives that we'll find solutions to our clients' most complex challenges. It's how we'll deliver outstanding results today, and tomorrow. We want everybody attending an interview to be comfortable and able to fully demonstrate their experience and talents.


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