About Gowling WLG Gowling WLG is an international law firm created by Gowlings, a leading Canadian law firm, and Wragge Lawrence Graham & Co (WLG), a leading UK-based international law firm. We built Gowling WLG to provide clients with legal services at home and around the world, and to help you succeed no matter how challenging the circumstances. Gowling WLG clients have access to in-depth expertise in key global sectors along with a top-tier suite of legal services. With more than 1,400 legal professionals across offices in 18 cities worldwide and specialised expertise in countries around the globe, we’re positioned to help clients rise to the challenges they face – both today and tomorrow. Main Purpose of the Job To effectively and proactively manage all internal queries concerns or requests for maintenance. Whilst providing excellent administrative support to the Facilities/Workplace team. Provide Administration services to the Department and wider teams within WLG with accurate data collation and analysis for reporting purposes This role will be mainly based at 2 Snowhill Birmingham but will also require travel to our other offices. Key relationships: Internal – Build and maintain strong relationships with key stakeholders across our legal and business services teams (Finance, BIS, BD, operations wider team, Practice office managers and users) External – Build and maintain strong relationships with third party service providers Main Duties and Responsibilities To be the first point of call for all FM, Property , Workspace related queries To manage all calls emails and concerns from internal building users. Co-ordinate maintenance schedules and queries within agreed SLA via the internal helpdesk system ensuring a proactive and responsive customer service experience is provided Proactively seek updates from engineers and contractors - whilst ensuring information is being received and relayed to end users accurately and timely Obtain all legal documentation to demonstrate compliance. Ensuring centralised DM System's are up to date Intercept and track invoices and management of all budget administration to allow a transparent understanding of costs for the department. Accurately report on departmental spend identifying areas of concern Complete all administration tasks related to H&S in the workplace, including but not limited to approval of eye care requests, administration of the online DSE system; attend H&S meetings taking away any workspace actions. Organising training for first aiders, fire marshals and any other H&S related issue. Ordering and chasing of specialist items in accordance with the firms purchasing guidelines Carry out accident and near-miss incident investigations, producing reports with recommendations for the relevant management team Update and report on the data base of contracts, liaising with the procurement team Compile and report on all energy data for UK offices, compiling monthly statistics to the Workspace management team Assist in maintaining robust systems to comply with ISO Accreditations Offer and supply administration support to the wider Operations team when needed Any other tasks relevant to role Any other reasonable duties delegated by any Partner or Senior Manager of the firm. Key skills and experience Advanced experience with Microsoft excel is essential Excellent administration skills IOSH - desirable BIFM membership (desirable but not essential) Working knowledge of Finance management or budgetary control, demonstrable experience in financial tracking Working knowledge of FM processes Ability to multi task and prioritise workloads according to business need Self-motivated, confident and able to work under pressure for multiple clients, whilst still delivering excellent client service Excellent communication skills Ability to identify and proactively manage risk Willingness to travel between all UK offices to ensure the single team ethos is maintained across the team. Equal Opportunities Gowling WLG is committed both to promoting equality and diversity in the firm and to Equal Opportunities in employment. The firm believes in equality of opportunity regardless of race or racial group (including colour, nationality, ethnicity, national origins), religion, caste or belief, age, disability, gender, gender identity, gender reassignment, sexual orientation, marriage and civil partnerships, surrogacy, adoption and parental rights. This also includes any incidents of perceptive or associative discrimination and harassment.