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Job Title Facilities Coordinator
Location Bristol

Job Title: Facilities Coordinator

Location: Bristol

Join a team that makes real changes

Bevan Brittan is a UK-Top 100 commercial law firm providing a comprehensive range of legal services from offices in Bristol, Birmingham, Leeds and London.

The firm advises businesses across construction, energy & resource management, higher education and financial services, complementing the firm's market leadership within housing, local government and health and social care.

We currently employ over 500 staff, including 80 Partners, and our award-winning teams provide construction, commercial, corporate, property, regulatory, employment and litigation (commercial and clinical negligence) legal advice.

Bevan Brittan is named among 'The Times Best Law Firms 2022' and has recently either won or been shortlisted for a number of prestigious awards including 'Legal Firm of the Year' at the Bristol Life Awards 2021.

We are driven by our 4 values: Relationships, Results, Reputation and Responsible. These give us a sense of purpose and ensure we always work collaboratively with clients and colleagues, continually improve, make the right choices and act with integrity.

Bevan Brittan is an equal opportunities employer and welcomes applicants from all backgrounds.

Learn from the best

Bevan Brittan has strong recognition in the independent legal directories - Chambers & Partners and The Legal 500. In both guides we are consistently ranked in the top tier for our practices across the UK, with multiple individuals recognised as leading lawyers.

"By far Bevan Brittan is the most flexible, pragmatic, skilled and reliable legal firm I have worked with."- Chambers UK, 2022

Rise to the Challenge

A vacancy has arisen for a Facilities Coordinator to assist the Head of Property and Facilities with supervising all operational activities. Including Fabric, M&E Maintenance services. Security, Cleaning, Catering and other contracted services as required. The Facilities Coordinator is also required to provide administrative, H&S and project support.

Client/Stakeholder Management

  • Management of all assigned requests from the Facilities Helpdesk
  • Provide superior customer service to meet business expectations
  • Be a first point of contact for managing agents and site stakeholders

Procurement & Vendor Management

  • Assist in the management and contract governance of all facilities contractors on site to ensure they perform to the required standards
  • Assist in the procurement process of vendors and services as required

Finance Management

  • Assist in financial processes to ensure that all budgeting and financial management requirements are completed in a timely and accurate manner
  • Ensure prompt and accurate management of purchase order processing
  • Ensure prompt processing of 3rd Party supplier invoices, once goods and services validated as successfully delivered.
  • Ensure best practice and value for money solutions by benchmarking services

Health & Safety Management

  • Help to promote a strong safety culture within the business, contributing to safe systems of work and policy review/development
  • Conduct regular risk assessments and audits to ensure on-site safety procedures are in place and working
  • Assist in developing and managing suitable and sufficient H&S premises compliance programs for the estate.

Project Management

  • Co-ordination of all project initiatives in the interest of continuously improving the workplace environment, systems and processes relating to all areas of Property & Facilities support of the business.

Site Operations Management

  • Assist in the implementation of Industry Best Practice operations
  • Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times
  • Actively seek ways to constantly reduce costs and improve operational standards
  • Maintain premises in neat and good working condition at all times
  • Provide support for reporting packages to ensure relevant documents uploaded

Risk Management

  • Assist in the implementation and management of property risk management programs supporting ISO audits for Bevan Brittan to maintain accreditations.
  • Support the implementation and monitoring of disaster recovering and business continuity plans
  • Follow established escalation procedures and incident reporting procedures
  • Adhere to Bevan Brittan's business conduct by ensuring compliance with the firm's policies, guidelines and procedures

Find out how far you can go

Essential skill set requirements:

  • At least 3 years experience of facilities management in a corporate environment
  • Good knowledge of Occupational Health, Safety & Environmental requirements
  • 3rd party vendor management for specialized services is advantageous
  • Understanding of basics for HVAC, other M&E incl. Fire and BMS systems
  • Ability to think laterally and solve complex/difficult situations effectively
  • The ability to work independently or cohesively as part of a team
  • A proactive & professional approach to customer service
  • Good Project Management & Organizational Skills

Preferred skill set requirements:

  • Self-motivated, confident & energetic
  • Flexible - able to work occasionally out of normal office hours
  • Goal-oriented - able to focus on meeting all performance targets
  • Excellent written and verbal communication skills
  • Good presentational skills

Work-life Balance

We offer a substantial benefits package to all employees, which includes 25 days holiday (plus the option to buy up to an additional 5 days), a generous pension scheme and private medical insurance through Vitality (including "phone a GP service", discounted gym membership and 'Vitality' Partner discounts).

All of our people are entitled to a biannual private health assessment through Nuffield Health and are included in the group life assurance scheme. We also have an Employee Assistance Programme (free telephone support and counselling service) and a cycle scheme (Save Tax & NI on a bike for cycling to work).

Responsible Business

To us, being a responsible business is second nature; a core part of Bevan Brittan's identity, running through our culture and embodied by the clients we serve.

Bevan Brittan seeks to play an active role within its local office communities. Through regular fundraising events, support for local initiatives and annual charity donations at Christmas, we have established a culture of giving within the firm.

Our current selected charity in Bristol is Great Western Air Ambulance.

We want to demonstrate our commitment to these causes through actions rather than words; colleagues from across the firm are already heavily involved, living and breathing the four pillars of our Responsible Business strategy:

  • Community Engagement
  • Environmental Sustainability
  • Equality, Diversity & Inclusion
  • Wellbeing

Collectively, these four pillars ensure we look after our colleagues' wellbeing; offer an environment in which all can progress on merit, regardless of personal circumstances or background; give something back to the communities in which we work; and protect the environment.

Each lawyer also has the opportunity to undertake pro bono legal work for local charities and not-for-profit organisations. This has seen colleagues support the Great Western Air Ambulance Charity (Bristol), Moseley Road Swimming Baths (Birmingham), Yorkshire Cat Rescue (Leeds), Great Western Credit Union (London), and several others.