Facilities Coordinator at Norton Rose Fulbright in London, England, GB

Practice Group / Department: Operations Management - London

Job Description

We're Norton Rose Fulbright - a global law firm with over 50 offices and 7,000 employees worldwide. We provide the world’s preeminent corporations and financial institutions with a full business law service. At Norton Rose Fulbright, our strategy and our culture are closely entwined. We know that our expansion will mean little unless it is underpinned by truly global collaboration and we understand that pioneering work only takes place when our people have room to move and think beyond boundaries. As well as the relevant skills and experience, we're looking for people who are innovative, commercial and value the work that they do.

The Team

The Facilities Coordinator will be responsible for the delivery and auditing of all processes and procedures relating to NRF LLP’s facilities management for our UK based properties.

The role will work closely with the Firm’s Head of facilities management, Real Estate Director, and Head of Risk Resilience and Security, the Operations team, and other Service Department heads who will form be the key stakeholders for this role. Ultimately, every occupant of NRF’s UK offices will also be a consumer of the FM services in addition. Additionally, given NRF’s property management responsibilities for 3MLR, the role will also entail co-ordination, communication and provision of FM services to support the common parts of 3MLR, to fulfil our obligations to the LL.

The role must be based in London, given the size of the office and the complexity around fulfilling our property management obligations to our landlord.

The role will entail robust and careful management of multiple external contracted 3rd party suppliers.

The Role

The Facilities Coordinator will be responsible for providing oversight, management and delivery of all aspects of facilities hard and soft services. This includes, but is not limited to, contract management of M&E maintenance and cleaning providers. Also including audit and review of delivered services This will require an excellent understanding of robust specific FM contract management including adherence to and compliance with contractual KPIs and SLAs, and general performance management against those KPIs / SLAs.

The key to success will be delivering well run key services to NRF’s buildings, holding suppliers accountable for their performance and balancing cost savings with service delivery.

Main responsibilities of the role include the following:

• Support the management of FM services for all UK locations
• Understand and audit PPM Schedule, reactive maintenance for all building systems, including electrical, plumbing, and mechanical.
• Understand and audit Periodical schedule and cleaning timetables
• Identify service delivery optimization opportunities and propose improvements
• Document and memorialize “playbooks” and other process and procedural documentation, to avoid any single failure points
• Develop relationships with the UK based heads of departments and other key stakeholders, such as the estate, tenants and landlord
• Understand the Firm’s Sustainability goals, and FM sustainability strategy
• Ensure suppliers are adhering to NRF policy on security and health and safety
• Maintain records related to maintenance, repairs, safety, and other facility operations.
• Develop and manage facilities budgets and control spending.
• Requirement to be on site 5 days a week

Skills and Experience Required:

• 5+ years of experience working within corporate FM
• Understanding of FM contract management, familiarity with industry best practice in FM KPIs and SLAs
• Knowledge of various CAFM platforms
• Awareness of technical M&E systems (in-depth technical engineering expertise is not required)
• Proficiency in Microsoft Office suite in particular data manipulation in Excel and presentation build in PowerPoint
• Proactive and change focussed with a proven ability to develop innovative and practical solutions to issues and challenges
• Client centric with a focus on BAU FM excellence
• Strongly collaborative and able to build relationships internally and externally
• Strong analytical skills
• Deadline, objective and process driven with the ability to perform tasks with a high degree of accuracy
• Excellent written and oral communication skills and able to present information in a compelling way to a variety of audiences
• Able to work effectively with all levels of the organization
• Exposure to sustainability and CSR assessment and reporting an advantage
• Prior experience in delivering FM services in a law firm, other professional services firm or corporate environment, preferred

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Diversity, Equity and Inclusion

To attract the best people, we strive to create a diverse and inclusive environment where everyone can bring their whole selves to work, have a sense of belonging, and realize their full career potential. Our new enabled work model allows our people to have more flexibility in the way they choose to work from both the office and a remote location, while continuing to deliver the highest standards of service. We offer a range of family friendly and inclusive employment policies and provide access to programmes and services aimed at nurturing our people’s health and overall wellbeing. Find more about Diversity, Equity and Inclusion here.

We are proud to be an equal opportunities employer and encourage applications from individuals who can complement our existing teams. We strive to create an inclusive and accessible recruitment process for all candidates. If you require any tailored adjustments or accommodations, please let us know here.