Facilities Administration Coordinator Perth
Facilities Administration Coordinator Perth
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Job Description
We expect you to aspire to deliver the highest standards of customer care to your colleagues fee earning and otherwise. You will strive to make every interaction with your area of service as easy as possible proactively anticipating requirements suggesting solutions and removing friction wherever it arises. You will take personal responsibility for ensuring that any service issues are resolved as quickly as possible and will take full ownership of these issues. You will support our shared success model recognising that exceptional client service relies on us all succeeding both individually and as a team.
This position is responsible for providing proactive facilities front of house management and practice support and administration and ensuring clients are serviced in a professional manner and in accordance with the Firms policies and procedures. This involves being responsible for the Firms Perth facilities supporting all front of house related processes from office supplies and stocks and administrative services.
The Facilities and Administration Coordinator will take full ownership of the delivery of their key responsibilities detailed below.
Facilities
- Ensure office premises are in good order and well maintained
- Manage and process maintenance requests (TSRs) with building management and arrange repairs and maintenance as required
- Liaise with building management as required
- Oversee and report security issues
- Organise facility services such as:
- TSRs
- Loading dock
- End of trip/bike rack access
- Base up parking bookings
- Coordinate small inhouse events with the local Business Development team and Practice Support Coordinators
- Assist the National Events Coordinator with large local events
- Facilities tours for new starters
- Management recording and distribution of office access cards
- Ensure the office equipment is functioning and well maintained (Including photocopiers coffee machines etc.) as well as IT/VC equipment in the back of house meeting rooms
- Order supplies stock and maintain Kitchen/Breakout/ Meeting rooms
- Assist with ordering of CC printed stationery supplies
- Manage stationery ordering and restocking of utility room
- Represent Clifford Chance in the capacity of Fire Warden and First Aid Officer and attend associated training
Concierge
- Greet all visitors to the office and ensure the correct recording of visitor details and where required that the appropriate prerequisites have been complied with (as in the case of contractors). Ensuring that all visitors are welcomed and their individual requirements are attended to.
- Arrange visitor and new starters desk allocations
- Act as a point of liaison to assist in outsourced external services such as copy / print production / couriers
- Handle and manage all concierge phone calls emails and requests both internal and external
- Manage Front of House room bookings and associated requirements such as catering etc
- Provide first level IT support setup for all guests and staff as required in Front of House and for visitor setup. This includes printing setup video conference assistance troubleshooting IT errors and sourcing assistance as necessary.
- Restaurant bookings (work related)
- Inform the Business Development team of the schedules of visiting partners and work with the BD team on the relevant logistics
Administration Services
- Coordinate expense claims and invoice processing with the Global Business Support Team (GBS)
- Flight and accommodation bookings ensuring travel profiles are up to date
- Phone handling
- Support the Practice Support Coordinators with printing copying binding and mail
- Production of bibles
- Document archiving
- Aus Reception Inbox management
Projects
- Provide support for Projects as required
Qualifications :
- Proven experience in an administrative role preferably within a legal or professional services environment.
- Excellent organisational and timemanagement skills.
- Strong written and verbal communication abilities.
- Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook).
- Ability to handle sensitive information with discretion and maintain confidentiality.
- Strong attention to detail and accuracy.
- Ability to work independently and as part of a team.
- Flexibility and adaptability to manage changing priorities.
Additional Information :
Equal opportunities statement
At Clifford Chance we understand that our true asset is our people. Inclusion is good for our team and their families our firm and society.
We are committed to treating all employees and applicants fairly and equally regardless of their gender gender identity and expression marital or civil partnership status race colour national or ethnic origin social or economic background disability religious belief sexual orientation or age. This applies to recruitment and selection terms and conditions of employment including pay promotion training transfer and every other aspect of employment.
We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.
Our goal is to deliver an equality of opportunity an equality of aspiration and an equality of experience to everyone who works in our firm.
Find out more about our inclusive culture here
Remote Work :
No
Employment Type :
Fulltime
Employment Type
Full-time
