Senior Facilities Administrator; FTC)

Senior Facilities Administrator (18 month FTC)
Senior Facilities Administrator (18 month FTC)

Location:

London, UK

Senior Administrator role in London office, 18-month FTC

Admin, helpdesk responsibilities, project support, and managing Global Business Travel programme

35 hours per week, Monday to Friday, occasional extra hours

Processing purchase orders, invoices, and financial administration

Supporting senior management and ad hoc admin tasks

Comprehensive health and wellbeing benefits provided

We have the opportunity for a Senior Administrator to join our Facilities team in the London office on an 18-month FTC. This role will comprise of admin and helpdesk responsibilities, alongside project support. In addition, it will include managing the operational requirements of the Global Business Travel programme.

Bird & Bird's Facilities team's mission is to provide a high quality, safe working environment for the firms prestigious London office. 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.

The role is 35 hours per week, Monday to Friday 0930 - 1730. Occasionally, it will be necessary to work outside of those hours, for international meetings or to cover for others during absence and holidays.

Key Responsibilities

• Processing purchase orders, invoices and any financial administration required
• First port of call for all Accounts team queries, providing day-to-day support and escalating supplier payment issues as required
• Oversight and escalation for Facilities Helpdesk, reactive and PPM tasks, ensuring high level of customer service
• Leading on service sheet coordination and presenting monthly updates to FM management
• Ensuring health & safety and business continuity systems and information is up to date, admin support to Business Continuity team
• Collating team rotas and managing support for FM Managers diaries
• Supporting Facilities Director with diary management, travel bookings and ad hoc admin
• Ownership of the operational day to day of the Global Business travel contract, main point of contact for travel managers in other offices and UK key contact
• Leading regular calls with office managers; gathering feedback and facilitating resolution to issues.
• Leading the data gathering and input to support Sustainability reporting for the London office
• Supporting major contract procurement for key FM services

What you'll bring

• Willingness to share best practice knowledge and experience is a key success factor
• Flexibility regarding working hours is essential
• Good verbal and written communication skills (fluent in written and spoken English - GCSE English and Maths essential)
• Confident in leading and presenting at meetings with senior management, including presenting Helpdesk performance data and operational updates
• Able to differentiate between safe and unsafe working practices with ability to ask for help when necessary
• A general understanding of the business, a sense of clients' needs and a commitment to delivering quality services
• IOSH Managing Safely or IWFM certification (desirable)
• Excellent organisational skills and Intermediate IT literacy in Microsoft Office including MS Word, Excel and Outlook. Basic understanding of principles of project management
• Previous administrative experience is required preferably within a professional services environment

What's in it for you

We provide comprehensive support for our colleagues' health and wellbeing, including private medical cover, life assurance, critical illness cover, and regular health assessments. In addition, we offer a range of lifestyle benefits designed to help our team live their best lives, such as a cycle to work scheme, access to online GP appointments, discounted gym memberships, and an electric vehicle scheme.

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.…