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10 months ago
Gowling WLG LLP
Location: Birmingham
Job type: Permanent
Contact: Nana Panti-Amoa
Category: Admin Jobs
About Gowling WLG

We have more than 1,400 legal professionals working around the world. Our offices span across 19 cities in Canada, the UK, Continental Europe, Asia and the Middle East. There's strength in our global presence – we embrace our differing cultures and work together as one team. We also understand the importance of investing in relationships that build knowledge and trust, while we provide legal advice that's tailored to our clients' world.

 'Our people and distinct culture are what makes us different. We know this through client and employee feedback and this drives everything we do'' Chris Oglethorpe, HR Director.

 There are great opportunities for all our people to flourish. Through training and personal development they can grow in their role. Our people are the cornerstone of our success, across legal, business support and early talent. We care about their happiness and believe in the power of teamwork. We want them to feel empowered and recognise that by supporting, respecting and embracing everyone's different contributions we achieve more.

Working flexibly, working fairly


Agile working offers people more freedom and flexibility in where, when, and how they work. As technology advances and our workforce becomes more diverse – and with clients often working to a 24/7 rhythm – having extra flexibility is key to helping us balance work and other commitments sensibly and productively.

By supporting people to choose where and when they get their work done, we help them to make a full and fair contribution to their team – while maintaining that all important work-life balance.

Main purpose of the role: 

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

Key responsibilities:
  •  To be the first point of call for all FM, Property , Workspace related queries
  •  To manage all reactive calls emails and concerns from internal building users.
  •  Co-ordinate all maintenance queries within agreed SLA via the internal helpdesk system ensuring a proactive and responsive customer service experience is provide

  • 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 Systems are up to date
  • Raise PO's and track expenditure for the workspace department
  • Accurately report on departmental spends identifying areas of concern
  • Support the tracking of service charge spends in accordance to budgets
  • Complete all administration tasks related to Facilities, Workspace support, H&S and Environmental initiatives
  • Maintain Property database ensuring key dates and lease information is accurate
  • Assist in maintaining robust systems to comply with  ISO Accreditations and support in attending internal and external audits
  • Support in the administration /coordination of projects as requested by the Project teams
  • Any other tasks relevant to the 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/Property management
  • 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 or belief, age, disability, sexual orientation, sex, gender re-assignment and gender identity, marriage and civil partnership, and pregnancy, maternity and paternity.  This also includes any incidents of perceptive or associative discrimination and harassment.

At Gowling WLG we seek to attract and retain talented people from a diverse range of backgrounds and cultures, to create an exciting and rewarding place to work.  Our aim is to fulfil everyone's potential and together to achieve personal and business goals.

Standard hours of work are 9.30 am to 5.30 pm Monday to Friday with 1 hour for lunch (35 hours per week).

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