Facilities Coordinator

London

Job title: Facilities Coordinator

Department: Office

Reports to: Office Manager

Office location: London

Seniority: Mid-level

Term: Permanent

Working hours: Full-time

About EIP

EIP is award-winning patent firm which and specialises in high-value and complex patent matters. In 2022 EIP won Managing IP’s ‘European Patent Contentious Firm of the Year’ award and for the fourth year in a row, EIP has been ranked in the FT's list of Europe’s Leading Patent Law Firms.

EIP has around 170 employees who operate from 6 European offices (London, Bath, Leeds, Cardiff, Stockholm and Düsseldorf) as well as one office in the US (Denver). Our multidisciplinary team combines patent attorneys, litigators and commercial IP lawyers has an impressive global client base from SMEs to multinational blue-chip companies and includes telecoms owners, major software developers, pharma and biotech companies, medical device manufacturers, aerospace and logistics companies.

Diversity is an intrinsic part of EIP’s business culture. We are proud to support the IP Inclusive initiative and we are a signatory to the IP Inclusive Charter. EIP actively engages in diversity efforts and is committed to developing an attitude of openness for the benefit of all those working in the IP profession.

About the team

The Office Manager, Facilities Coordinator and Office Assistants make up the Office Team. Members are based in London, Bath, Cardiff and Leeds and deal with a variety of responsibilities in order to facilitate the smooth-running of our UK offices.

About the role

This is an exciting opportunity for an experienced Facilities Coordinator that will offer the successful applicant a varied and fast-paced role with wide ranging exposure across facilities management.

Responsibilities

Health & Safety and Regulatory

  • Keep up-to-date with changing compliance and regulatory matters and update policies to ensure both building and firm-wide insurance cover as well as health & safety compliance
  • Arrange regular testing for electrical equipment and safety devices
  • Conduct risk assessments as appropriate
  • Ensure fire drills and fire practices are run regularly and all fire equipment receives an annual maintenance check in addition to maintaining a record of fire wardens and fire warden checklists
  • Carry out routine office checks and ensure fire exits are kept clear at all times
  • Raise and maintain awareness of first aiders and their role through the Firm’s internal communication channels
  • Liaise with Office Representatives to identify requirements for the Firm’s international offices

Landlord and Tenancy

  • Maintain a strong relationship and liaise with landlords of the Firm’s buildings regarding works to be carried out and requesting access to relevant areas
  • Arrange maintenance repairs for office and building (roof, windows etc.) through managing agents where appropriate

Contractors and Project Coordination

  • Support the Office Manager with any project planning and execution of building maintenance
  • Assist with space planning including internal moves, furniture, and fabric of buildings
  • Build knowledge of issues from international offices by working with locally based Office representatives to effect the best solutions
  • Meet with existing and new suppliers to manage outsourced services, including tenders, renewal negotiation and SLAs

Office Facilities and Processes

  • Conduct office inductions
  • Organise access items and new starter packs for new starters
  • Carry out stock checks and place orders for sundry office items and stationery via company credit card
  • Monitor and manage stock of printer and franking machine toners, ordering when necessary
  • Coordinate the replacement of gas canisters when necessary
  • Direct and plan essential central services such as, maintenance, cleaning, waste disposal and recycling
  • Ensure all utilities such as water, electricity, heating, shower rooms, lavatories and kitchens are maintained and in good standard
  • Arrange ad-hoc cleaning jobs
  • Respond appropriately to emergencies or urgent issues as they arise

Other

  • Provide cover for the London Office Assistant when necessary (e.g. answering calls from the building reception or scanning and distributing incoming post)
  • Supervise out of hours projects when required
  • Handle any other ad hoc requests and tasks

People management responsibilities

The Facilities Coordinator will occasionally provide guidance, mentoring and ad hoc supervision of Office Assistants and contractors.

Skills, experience & qualifications

You will be comfortable working in a modern, fast-paced environment where you are given a level of autonomy to do your work.

Successful candidates will also be able to demonstrate the following:

  • Previous experience within a similar role - a background in Legal or wider professional services would be preferred
  • An appropriate professional attitude (personable, well prepared, flexible and enthusiastic)
  • Excellent written and oral communication skills
  • Ability to deal with a variety of people at different levels
  • Ability to work under pressure
  • Excellent research and presentation skills
  • Self-motivation, and the ability to manage own workload
  • Meticulous attention to detail, and an analytical mind
  • Initiative and the ability to act independently

Rewards & benefits

We offer a competitive salary and several benefits:

  • Discretionary bonus
  • 25 days of holiday, excluding bank holidays
  • Private medical health care
  • Free eye tests
  • Employee Assistance Programme
  • Cycle to work scheme
  • Season ticket loan
  • Electric vehicle scheme
  • Group personal pension plan
  • Enhanced maternity, paternity, adoption, and shared parental leave

Other information

With our state-of-the-art paperless systems, we offer hybrid working, three days in the office and two from home. EIP’s employees also enjoy reduced business hours on the days when working from the office subject to there being no urgent work commitments.

EIP has a friendly, progressive and mutually supportive working environment along with a smart casual dress policy and stylish modern offices.

Equal opportunities

EIP is an equal opportunities employer that values diversity and welcomes applications from all suitably qualified persons regardless of their ethnicity, gender, sexual orientation, age, disability, religious practice or any other perceived differences.

If you would like to be considered for this position, please email your CV and Cover Letter to careers@eip.com, providing information about your notice period, current package, and salary expectation. If you have any questions, please do not hesitate to get in touch with the talent team.

Filter by

  • Location
    • Germany
      • Düsseldorf
    • Sweden
      • Stockholm
    • UK
      • Bath
      • Cardiff
      • Leeds
      • London
    • US
      • Denver, CO
  • Role
    • Patent Scientist
    • Patent Scientist
    • Patent Scientist
    • Registered US Patent Attorney
    • Solicitor
    • UK and European Patent Attorney
    • UK and European Patent Attorney

Vacancies

We are always searching for the best people.

We have an inclusive agile working policy that includes part-time and flexible hours as well as working remotely and from home.

Our advanced systems have allowed us to adapt effortlessly to the changing nature of today’s working practices. At EIP, our strong focus on collaboration ensures that even when we are working apart we are still together.

Due to the large volume of applications which we receive, if you have not heard from us within 4 weeks, please assume that you have been unsuccessful.

The exception to this are trainee positions. We recruit on a rolling basis and we may revisit applications received longer than 4 weeks ago. We typically will only contact those who we are looking to put into process.

Please contact a member of the EIP Talent team via careers@eip.com if you would like to find out more.

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