Facilities Administrator

The Firm

Field Fisher Waterhouse LLP is an independent law firm with a strong European capability with a reputation for providing an excellent all-round service to an impressive list of domestic and international clients. The firm has over 100 partners, over 200 other lawyers and is growing fast with target revenues of £75m this year.

We are expanding internationally with the recent addition of branded offices in Germany, France and Belgium and a high focus on the US. Over a quarter of our revenues are international.

The Role

We wish to recruit a Facilities Administrator who will be responsible for the efficient running of all the FM Administration and contract co-ordination for the benefit of all staff and visitors. This is a busy and varied role working alongside the Head of Administration and Health & Safety Co-ordinator, on tasks such as budget monitoring, supporting the provision of facilities management to agreed service level agreements and general support to the FM team.

Key Responsibilities:

Key responsibilities include the following, but are not limited to:
• Contracts administration – maintaining and checking the contracts or terms for the main contractors of the Firm.
• FM service delivery audits – supporting the team with all aspects of contract administration, compliance and performance
• FM team budget management – recording activity against the budget and producing monthly reports and forecasts
• Invoice processing – checking and gaining appropriate approvals for large volumes of departmental invoices.
• Benchmarking & market research – keeping abreast with trends and movements within the FM arena, to keep in line with Best Practice.
• FM team procurement – identification of some suitable suppliers, obtaining quotes, tracking and invoice reconciliation.
• Assisting the H&S Co-ordinator in their duties.
• Some general administration duties for the FM team as and when required.

Key Skills and Experience Required:

• At least 3 years Facilities Management admin experience and/or secretarial experience and experience of commodity procurement and auditing or service delivery measurement.
• Excellent communication skills, both written and verbal, with the ability to communicate with people at all levels, both internally and externally.
• Customer focussed, with an approachable and helpful manner.
• Flexible, with a can-do attitude
• Adaptable and proactive, taking responsibility and initiative when necessary.
• Good knowledge of MS Office (including Word, Excel and Outlook) and the Internet and good numeracy skills.

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