Facilities Coordinator / Manager

We are delighted to be working in partnership with a long standing client located in Glasgow who are looking to recruit a Facilities Coordinator / Manager to join them on a full time, permanent basis.

If you offer experience working within the professional services sector, ideally from the legal industry and offer a background of line management whilst seeking a new role which provides you with variety, autonomy and responsibility.. then look no further!

This is a brilliant opportunity for a strong leader who is energetic and thrives working in a varied role and juggling multiple tasks. By wearing many hats, you with be exposed to managing a wide range of administrative duties, executive support related tasks and work independently or with minimal supervision.

You will be responsible for organising and coordinating office administrative tasks and procedures whilst developing intra-office communications, streamlining administrative procedures, inventory contract, staff supervision and task delegation.

Your key responsibilities will include:

• Organise and schedule meetings and appointments
• Partner with HR to maintain policies as necessary
• Organise office operations and procedures
• Coordinate with IT department on all office equipment
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers and office lease
• Provide general support to visitors
• Manage executives’ schedules, calendars and appointments
• Responsible for managing office services by ensuring office operations and procedures are organised, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved
• Ensure office efficiency is maintained by carrying out planning and execution of equipment, procurement, layouts and office systems
• Responsible for implementing office policies by setting up new procedures and standards to guide the operation of the office
• Ensure that results are measured against standard, whilst making changes along the way
• Allocate tasks and assignments to subordinates and monitor their performance
• Assign and monitor clerical, administrative and secretarial responsibilities
• Perform review and analysis of special projects
• Support the recruitment of staff and provide adequate coaching and guidance
• Ensure office financial objectives are met
• Participate actively in planning and execution of events
• Manage inventory control
• Be point of contact for office staff and the wider business
• Manage H&S risk assessments
• Additional tasks when required

To be considered for this opportunity, our client does require the following experience /background:

• Previous experience working within facilities and/or office management from the legal sector preferably
• Experience of leading, coaching and developing staff
• Experience of office management and facility tasks to ensure an office can run effectively
• Excellent attention to detail and problem solving skills
• First class organisational skills and planning capability
• Extremely professional and presentable at all times
• Excellent communication and interpersonal skills
• Ability to think on your feet and use initiative
• Strong work ethic with high standards at all times
• Ability to work under pressure and juggle a variety of tasks
• Strong IT Skills and ability to use different systems including MS Office, Intranet
• Ability to work independently
• Willingness to be flexible and proactive

Reward

• Salary Circa £36k per annum
• Generous holiday allowance
• Please Note – This is a office based role
• Excellent training and a clear career path
• Pension
• Flexible working upon request
• Life Assurance
• Various incentives and rewards

Next Steps

For further information, please apply by emailing your CV to Utopian Recruitment ASAP. Our client is looking to interview and recruit these positions as soon as possible.

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Whilst Utopian Professional Recruitment strives to get in touch with all our applicants, it isn’t always possible. If you have not heard back from us within 5 working days after sending us your CV unfortunately you have not been shortlisted for this position.

Equal Opportunities

Utopian Professional Recruitment is committed to equal opportunities regardless of gender, race, disability, sexual orientation, religion or belief and age.