Facilities Co-Ordinator

Term: Permanent Reports to: Facilities Manager Team: Executive Office The Firm

Farrer & Co is synonymous with the highest quality legal advice and service.

We advise individuals, families, businesses, financial services, educational and not-for-profit organisations on every aspect of the law, wherever the need arises. From our offices in London we work with trusted professionals around the world to deliver a seamless international service.

Our clients present us with complex and varied challenges. Whether that's a complicated family trust issue, a multinational corporate transaction, or an emerging threat to their reputation, they need clear thinkers who can advise on the best solutions, fast thinkers when speed is of the essence and agile thinkers who can produce a fresh approach to get the job done. That's why they choose us.

Our clients value our in-depth knowledge, technical excellence and diversity of disciplines. But what really binds our long-standing relationships with them is our approach: pragmatic, plain speaking and always steadfast in our values, which we hold dear. Values which mean we gain our clients' trust, always strive to do the right thing, and aim for the best results for them.

Superb client service sits at the heart of everything we do. We are modern lawyers with timeless values.

Scope

As a Facilities Co-Ordinator at Farrer and Co you will play a crucial role in ensuring the efficient and smooth operation of our office facilities. You will work closely with the Facilities Manager, team members and associated contractors to maintain a safe, clean, and comfortable working environment for our staff and clients.

Responsibilities

Facilities Maintenance:

Assist in the maintenance and upkeep of the 55 LIF Queens House office premises, including office spaces, conference rooms, kitchens, and common areas.

Coordinate and oversee repairs, maintenance, and service contracts for building systems and equipment (e.g., HVAC, plumbing, electrical, security, and fire safety).

Management and tracking of all Assets and the associated timescales, through database provision and planners.

Space Management:

Assist in space planning and allocation, ensuring that the office layout meets the needs of the firm and adheres to health and safety regulations.

Oversee office moves, reconfigurations, and desk assignments, as and when necessary.

Set up and manage physical requirements for Ground Floor flexible internal meeting area, auditorium, fee earner space and servery.

Health and Safety Compliance:

Monitor and enforce health and safety standards in accordance with UK regulations.

Conduct regular safety inspections, identify potential hazards, and implement corrective actions.

Provide advice and support for DSE.

Manage bespoke H&S spreadsheets and documentation.

Perform inductions to new starters.

Budget and Contract Management:

Liaise with external vendors and contractors to ensure the timely completion of services, repairs, and maintenance work.

Manage internal relationships and contracts.

First point of contact for all landlord requirements.

Populate departmental spend databases.

Budget Management:

Assist in developing and managing the QH Support facilities budget.

Keep track of expenses, ensure cost-effectiveness, and report on budget variances.

Environmental Sustainability:

Implement and promote sustainable practices and initiatives within the office to reduce the firm's environmental footprint.

Emergency Response:

Develop and maintain emergency response plans, conduct regular drills, and ensure the availability of first-aid and emergency equipment.

Team Collaboration:

Collaborate with the Facilities Manager, administrative staff, hard and soft service contractors and other departments to address facility-related concerns.

Provide backup support during the Facilities Manager's absence.

Skills and Experience

Experience of supporting fee earner and legal requirements.

Experience setting up large scale meetings and the associated communications and support.

5 years working in a professional services firm, listed buildings experience would be advantageous.

Excellent organisational skills with the ability to prioritise work.

Exceptional customer service skills.

Special aspects

The hours of work for this opportunity are 9:30am - 5:30pm but we would expect the successful candidate to be committed, flexible and prepared to work beyond the normal office hours if necessary and in response to client demand. You will be expected to follow the firm’s agile working policy, which embraces home working but will require employees to spend a minimum number of days each week in the London office.

Farrer & Co is an equals opportunity employer who welcomes applications from candidates from all backgrounds. We look to employ the best candidates regardless of age, gender, race, ethnicity, social or economic background, religion, disability, sexual orientation, national origin, or any other protected characteristic.

Comments

Farrer & Co conducts a pre-employment screening which consists of a Criminal History Background and Credit Check for successful candidates.