Facilities Coordinator
Facilities Coordinator
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Job Description
The Opportunity
The role: Facilities Coordinator
We are seeking a dedicated and proactive Facilities Coordinator to join our team in Sydney. The ideal candidate will be a team player who actively gets involved in all Facilities tasks. Effective communication with the Office Manager at all times is essential to ensure smooth operations and a collaborative work environment.
If this sounds like you we would love to hear from you.
Daytoday youll be responsible for:
Coordinating the day to day operations and maintenance of the premises and building in consultation with Building Management and the Office Manager.
Assisting the Office Manager in planning and coordinating relocations of staff and Practice Groups including liaison with LPAMs IT data and computer requirements the Facilities team for moving requirements and external relocation suppliers when required.
Coordinating repairs and maintenance within the tenancy.
Reviewing invoices for payment.
Carrying out or arranging ergonomic assessments as required. Purchasing ergonomic equipment as required.
Managing the availability and upkeep of court trolleys.
Managing the First Aid room restocking of First Aid boxes and Defibrillator machine.
Monitoring stock of branded IVE Group merchandise (letterhead/envelopes etc).
Assisting the Office Manager to manage current supplier/contractor service agreements and also source new suppliers when required.
Managing the visitor process (including desk allocation and issuing of temporary security passes) in conjunction with the practice groups.
Assisting the Office Manager with fit out works. This includes liaising with the designers contractors building management and communicating with the relevant Partners and staff.
Programming of security cards and maintenance of the security system. Coordination of new starter requirements (eg name plates security cards business cards).
Monitoring and issuing security cards (both as part of the new starter process and the visitor process). Monitoring and responding to security issues as required (eg CCTV duress alarm).
Monitoring and issuing keys for locks to cupboards and offices around the tenancy.
Monitoring and maintaining storage (including basement storage).
Managing national projects as required.
Coordination of housekeeping requests to ensure all requests are completed satisfactorily.
Monitoring and maintaining a safe working environment.
Managing the Fire Warden list and training schedules.
General liaison with building management.
Maintaining and arranging for service of all equipment (including electrical tag and testing) and maintaining the Preventative Planned Maintenance documentation.
Undertaking Fire Warden and First Aid training to comply with WHS obligations.
Organising the Sydney office professional photos.
Complying with WHS obligations and responsibilities in accordance with the requirements for this role as set out in legislation and the firms policies and procedures.
To be successful in this position you will have the following experience:
Relevant experience in a corporate environment of hard and soft facilities services with working knowledge of Business Continuity Management Sustainability Workplace Health and Safety and Physical Security preferred but not essential.
Demonstrated experience in assisting with managing service level agreements and relationships with vendors preferred but not essential.
Demonstrated understanding of assisting in managing corporate facilities effectively with experience in space management relocations and fit out preferred but not essential.
Demonstrated understanding and exposure to working within budgets and producing cyclical reporting preferred but not essential.
Working knowledge of document management systems and processes preferred but not essential.
Experience in coordinating or working with a helpdesk team servicing a corporate high touch service environment preferred but not essential.
Microsoft Office 365 version 2018 (Intermediate).
Basic knowledge of technology security access control and CCTV software is useful but not essential.
What you can expect from us:
Were a world leading international law firm with a global team of over 5000 professionals. As the market leader in Australia we are committed to high performance collaboration diversity and digital innovation. We are clientcentred commercially driven and renowned for our solutionfocused expertise. We will align your growth with our ambitions.
We make your personal and professional growth our business. And as part of the team our ambition is yours too. Wherever you are in your career: grow and help the firm grow with you.
We will provide opportunities to learn on the job as well as a mix of learning opportunities tailored to you. Daily experiences supportive challenges team collaboration mentors and structured learning opportunities help you to expand your knowledge and reach your goals.
We value your wellbeing both at home and work and we place a strong emphasis on mental health. If you need support youll have it and well empower you to harness your personal strengths navigate uncertainty embrace opportunities and effectively manage things within your control.
For more benefits on offer such as our 26 weeks paid parental leave holistic wellbeing fund or home office allowance please click/ copy this link into your browser us to be part of a human bold and outstanding team at Australias market leading law firm.
We are committed to attracting people from all backgrounds and creating a respectful and inclusive culture where everyone thrives. We see this as essential to our success including our ability to innovate and achieve sustained high performance. This is a key part of our ValuesHuman Bold and Outstanding.
For any questions or a confidential discussion please contact Lindsay Kay Senior Recruitment Adviser on or.
This vacancy is being managed directly by Herbert Smith Freehills Recruitment team. We will contact our preferred agency partners should we require additional assistance. Thank you.
Team
Office OperationsWorking Pattern
Location
SydneyContract type
Permanent ContractDiversity & Inclusion
We are committed to attracting people from all backgrounds and creating a respectful and inclusive culture where everyone thrives. We see this as essential to our success including our ability to innovate and achieve sustained high performance. This is a key part of our ValuesHuman Bold and Outstanding.
Required Experience:
IC
Employment Type
Full-Time
