Facilities Co-Ordinator

CMS is looking for an experienced Facilities Co-Ordinator in our Aberdeen office.  

About us

CMS is a Future Facing firm with more than 80 offices in over 45 countries and 5,800+ lawyers worldwide. We combine deep local market understanding with a global perspective. We are passionate about building strong relationships with our clients, our people, and the communities we work in.

We take a bold, dynamic, and agile approach to ensure our clients are able to face the future with confidence. We are driven by emerging technologies such as generative AI and readily embrace the possibilities it opens up for developing new and better ways of working.  Our aim is to inspire, impact and support our clients and our people, helping them to maximize their potential and thrive.

About the role

To help deliver the day-to-day tasks of a diverse in-house Facilities Service.  Carry out general facilities and Client, AV support services.  Being prepared to stand-in for any member of the Facilities Team during annual leave or other absences.  Tasks to include but not limited to the following:

•    hospitality services including AV / event set up and catering management
•    front of house/reception services
•    basic maintenance & fabric tasks including H&S matters
The role is office based and supported and managed by the Office Manager.

KEY RELATIONSHIPS:
Facilities Manager Scotland, Office Manager, Client Services Manager, Contractors, IT Team, Partners and other Business Services departments.

The Role

o    Facilities Provision
o    Perform and log daily checks within the meeting room suite and client self service area, reporting any issues to the OM.  Provide high quality, reactive and pro-active support to these meeting rooms.
o    Support internal meetings and events.  Moving and setting up furniture
o    Check catering supplies regularly and order where necessary.  Ensure that the staff kitchens and client service areas are adequately stocked 
o    Facilitate help desk requests 
o    MFD support including managing printer cartridges/minor equipment problem solving
o    Provide AV support

o    Client Services
o    Cover Reception during periods of absence
o    Support Reception regarding deliveries in and out of the office
o    Support client meetings and events.  Large event and seminar setups and internal & external videoconferencing setups via Teams for Business. Moving and setting up furniture 
o    Prepare refreshments for events and support catering set ups
o    Provide first line support for connectivity AV, including setting up and supporting events

o    Building Maintenance
o    Instruct and supervision of sub-contractors (Plumbers / Joiners etc.)  
o    Awareness of PPM schedules and liaising with contractors
o    Liaise with weekly handyman
o    Upkeep of common areas within the 3 floors
o    Liaise with OM/ FM Provider re BMS systems / faults / repairs and general day to day operations

o    Security / Health and Safety
o    Ensure various systems are operational via regular maintenance of access control systems / fire relays / break glass override switches / Mag locks 
o    Office walk rounds weekly and complete monthly checklist / fire door and extinguisher checks
o    Carry out DSE Assessments 
o    Ensure relevant desk equipment is in place
o    Liaise with CMS Security and Office Manager regarding receipt/distribution of security passes  
o    New start induction, including health & safety tours and any appropriate DSE

About you

A willingness to learn new things
•    Good communication skills
•    Good practical aptitude, matched with enthusiasm and a desire to solve problems
•    Understanding the right questions to ask to gather information, teamed with the ability to consider a problem and suggest practical solutions
•    A team player
•      Customer Service oriented with a ‘can do’ attitude

SKILLS:
•    A basic understanding of all Microsoft applications is desirable
•    Ability to work on own initiative with a proactive attitude while maintaining standards under pressure
•    Well organised, able to plan and prioritise work, with strong attention to detail
•    The ability to listen, question and interpret information to understand requirements
•    Problem solving skills and the ability to suggest and deliver creative/innovative solutions 
•    Excellent verbal and written communication skills 
•    Able to build strong relationships with key stakeholders e.g. landlord, contractors, internal staff, other Facilities teams when required
•    Flexibility to support outside usual hours if required

EXPERIENCE AND QUALIFICATIONS:
•    A good standard of general education, including Maths and English
•    Knowledge of Customer Service principles

What’s in it for you?

We want to reward you today and help you plan for tomorrow. We appreciate that everyone is different, therefore we have designed a benefits system that offers choice and flexibility based on individual needs and lifestyles. To name a few, these include:

•    Competitive basic salary (reviewed annually)
•    Flexible, hybrid working policy
•    Generous bonus scheme
•    Up to 25 days holiday (rising to 28 days with service)
•    Holiday exchange scheme
•    Private medical insurance
•    Enhanced parental leave
•    Reasonable adjustments and accommodation for disabled talent in accordance with the Equality Act 2010.

If you would like to read more information regarding our range of benefits, please visit our Rewards & Benefits page on our website.

Equal opportunities

At CMS, we place diversity and inclusion at the centre of our culture and the heart of our organisation. As a firm we recognise, celebrate, and embrace the diverse talent our society has to offer because we know that to solve big problems, we need the best and brightest minds available to us.  In support of this goal, we commit to actively breaking down barriers which stand in the way of those from diverse backgrounds and play our part in levelling the playing field. 
 
As a Future Facing Firm, we strongly believe that a career in law should be open to people from all walks of life, because not only does diversity of thought and experience make our firm a stronger and more sustainable business, but it also makes it a more rewarding place to work.
 
When recruiting, we prioritise attracting talented people and we actively promote a flexible working environment which enables all our team members to thrive. If you see a role you are interested in, but don’t feel you meet 100% of the criteria we encourage you to still consider making an application. We also welcome applications from those who may be looking to return to the workforce after a career break. 
 
We are proud to say our leadership in creating an inclusive working culture has been celebrated and recognised externally, including being listed for a number of years in the Times Top 50 Employers for Women and the Social Mobility Index.
 
We are a Level 2 Disability Confident Employer, and we actively encourage applications from people with disabilities, whether visible or invisible. We are committed to promoting equality of opportunity throughout our recruitment process and in every element of the employee life cycle. If you require assistance, or if you would like to discuss any accessibility requirements or adjustments as part of the recruitment process, please contact a member of the Talent Acquisition team at TalentAcquisition@cms-cmno.com who will be happy to support you.

Ready to apply? Here are the next steps.

We look forward to receiving your application online via the CMS careers site. Please contact our Talent Acquisition team if you have any questions. 

Please note that we have a preferred agency panel in place. Only applications submitted via the portal at the point of instruction will be accepted.

#LI-TBC