Facilities Specialist

Purpose of the role

To provide day-to-day facilities and health and safety support for the J A Kemp LLP Oxford and Cambridge offices, working closely with the Facilities team of five in London. The role holder is the main local contact for office operations, hospitality, meeting rooms, contractors and visitors at both sites, and supports the wider Facilities team as capacity allows.

The work depends on being on site, so the role is office based throughout the working week. We are looking for someone customer focused who takes pride in high standards. Full training will be provided.

Main duties

Facilities and supplies

• Act as the daily point of contact for Facilities in Oxford and Cambridge, and the local contact for IT on deliveries and contractor visits, escalating to the Facilities Manager where needed.
• Liaise with Oxford Science Park security and the Cambridge building management team.
• Monitor office calendars and meeting room bookings across both offices.
• Issue replacement access fobs to Oxford and Cambridge staff.
• Keep kitchens, meeting rooms and shared areas tidy and presentable, and report defects and maintenance issues to Facilities.
• Act as the day-to-day contact for the cleaning contractors at both offices, carry out monthly cleaning audits and report any issues to the contractor.
• Carry out stock takes and order hospitality items, bread and milk, coffee machine supplies and stationery from approved suppliers, within limits agreed with Facilities.
• Arrange couriers and Royal Mail, keeping stamps in stock, and prepare material for archiving from both offices.

Meeting rooms, lunches and events

• Place lunch orders for both offices, including cakes and special event orders.
• Set up meeting rooms, lunches and refreshments for client meetings, internal meetings, and CPD and partner lunches, and update the monthly WiFi codes.
• Assist Marketing and Facilities with office and external client events, including set-up, greeting clients and clearing away.

Health and safety

• Carry out a daily walk-round of the office, including the car park, ensuring landlord areas and exits from our demise are clear.
• Complete the weekly Safety Inspection Checklist at both offices and send completed checklists to Facilities.
• Act as fire marshal and first aider, and support Facilities with Personal Emergency Evacuation Plans (PEEPs).
• Keep the local fire, accident, contractor and courier books up to date, including documents provided by the London office, and report all drills, evacuations, false alarms, accidents and near misses to Facilities.
• Ensure contractor Risk Assessment Method Statements (RAMS) are signed before works start, and that no works proceed where RAMS are missing, incomplete or unclear.
• Issue visitor and contractor passes, brief holders on fire evacuation and the muster point, and collect passes on departure.
• Report urgent concerns to Facilities immediately, including blocked escape routes, damaged fire doors, unsafe working practices and other hazards.
• Keep noticeboards and first aid stocks up to date.
• Carry out DSE workstation assessments, escalating complex issues and equipment requests to Facilities.

Working with Facilities

• Keep the London Facilities team informed through a weekly virtual catch-up with the Facilities Manager and occasional visits to the London office.
• Use available capacity to support the London Facilities team as and when needed, including administration, the helpdesk, operations, insurance and travel.
• Identify and escalate urgent matters promptly.

Training

Where not already held, training will be provided in IOSH Managing Safely, DSE Assessor Level 2, fire marshal, first aid at work, manual handling, food hygiene, Legionella (L8) awareness and archiving, together with the local procedures for both offices.

Essential

Skills and experience

• Flexibility with working hours and location to meet the needs of both offices.
• At least two years’ experience in an office-based role with a similar mix of operational or facilities support.
• Clear spoken and written communication with a wide range of internal and external contacts.
• Strong IT skills, including Microsoft 365, and the ability to learn new systems.
• The ability to work on own initiative as part of a wider team, and an interest in developing facilities and health and safety knowledge.

Desirable

• Experience in a professional services environment or across more than one office.
• An existing IOSH, first aid or fire marshal qualification.

J A Kemp is a firm packed with patent and trade mark attorneys at the top of their game, renowned for their technical excellence, human engagement and trusted advice. Our multi-disciplinary IP practice is built on technical and scientific excellence – we are proud to advise clients at the cutting edge of technology and at the forefront of new and successful brands.