Senior Facilities Administrator

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We have the opportunity for a Senior Administrator to join our Facilities team in the London office. This role will comprise of admin and helpdesk responsibilities, alongside project support.

The firm

Bird & Bird opens up a world of possible for lawyers and professionals everywhere. Here you can advise major enterprises and high-growth businesses on matters that are often transformative in nature, and alongside people who are truly collegiate in the way they work with everyone at Bird & Bird. We are one international firm, where over 70% of our work involves teams from across our firm. And that is only going to increase. It is this common purpose and shared approach that makes for a more productive, and collaborative place to work.

The team

Bird & Bird's Facilities team's mission is to provide a high quality, safe working environment for the firms prestigious London offices. The team comprises a mix of in-house management and direct service teams, and outsourced managed contracts covering all aspects of Facilities Management, including procurement, hospitality, reception and catering, mail room, moves and changes, cleaning, security and ancillary services, as well as having full responsibility for all mechanical and electrical services in the building. From keeping the lights on to keeping the team fed, the Facilities Management teamwork behind the scenes to deliver excellent services with a minimum of fuss to a demanding but supportive business.

What you'll do

Where necessary and appropriate, to assist other members of the Facilities team, particularly supporting the Administration Manager in the delivery of project & administration tasks:

Admin & Helpdesk:

• Processing purchase orders, invoices and any financial administration required
• Ensuring the intranet site is updated regularly and maintain updated information from across FM team
• Ensuring health & safety and business continuity systems and information up to date
• Assisting with security processes and procedures
• Assisting with planning of office moves, ensuring they are executed smoothly
• Supporting management of global travel contract. Local point of contact for travel bookers and travel management company to resolve operational issues.
• Liaison point for Accounts team, escalation for supplier payment issues
• Generating reports, data input and coordination
• Collating team rotas and support for FM Managers diaries
• General administration as required

Project Support:

• Data gathering and input to support Sustainability reporting for the London office
• Support implementation of Global Travel Management company
• Assist in handover of Supplier Management process for UK critical suppliers and any ongoing requirements in One Trust
• Office moves & changes
• Building projects

About you

Team working:

• Willingness to share best practice knowledge and experience is a key success factor.
• Must be willing to work as part of a team.

Communication:

• Good verbal and written communication skills (fluent in written and spoken English - GCSE English and Maths essential).
• Good interpersonal skills at all levels.
• Judgment and decision making:
• Demonstrates integrity and professionalism with good problem- solving skills.
• Ability to work alone, use own initiative and know when to escalate
• Ability to adopt a proactive approach to work.
• Able to differentiate between safe and unsafe working practices with ability to ask for help when necessary.

Client focus and service delivery:

• A general understanding of the business, a sense of clients' needs and a commitment to delivering quality services.
• Attention to detail.
• Technical and professional qualifications:
• Quick to learn and adapt to new processes.
• Excellent organisational skills and Intermediate IT literacy in Microsoft Office including MS Word, Excel and Outlook. Basic understanding of principles of project management.
• Flexibility regarding working hours is essential and previous administrative experience is required preferably within a professional services environment.
• Educated to minimum A-level standard

The main responsibilities of this role are outlined above; however, this description is not exhaustive, and the job holder may be required to undertake additional duties from time to time to ensure the smooth running of the department. The role may require some working outside our normal working hours of 9:30am- 5:30pm.

For further information about this role, please click on the link below to view the Job Description or contact talentacquisitionlondon@twobirds.com. To apply, click on the apply now button to submit your details.

Bird & Bird opens up a world of possible for lawyers and professionals everywhere. Working for a leading international law firm like Bird & Bird means working alongside people who are truly collegiate in the way they work with everyone. We work as one global team, with over 70% of work involving people from across the firm. And that's only increasing! It's this common purpose and shared approach that makes for a more productive and collaborative place to work. Your firm. Your future.

If you want to find out more, visit www.twobirds.com

As a disability and neurodiversity inclusive employer we want to ensure that you have a barrier-free recruitment experience at Bird & Bird. If you require any adjustments during the recruitment process, please provide details to your recruitment contact who will be in touch to discuss any details provided and understand more about your individual adjustment needs.