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.
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.
