Switalskis is an award winning law firm listed inThe Sunday Times Best Places to Work 2024 & 2025.
Established in 1993 by Stephen Switalskis, we beganwith a focus on child care law and criminal law from a single office inWakefield. Since then we've expanded to 12 locations employingapproximately 400 people who provide a wide array of specialist legal services.
A career at Switalskis means being part of a firmthat cares and is here for you. We're dynamic and progressive, and we neverstand still. Last year we were crowned Large Firm of the Year at The YorkshireLegal Awards and named in the top 50 fastest growing companies in Yorkshire inthe Yorkshire Growth Index.
The Role
We are looking for a FacilitiesHelpdesk Coordinator will be responsible for running the facilities helpdeskand supporting the effective delivery of facilities services across multipleoffice locations. The role will involve logging, prioritising, allocating,tracking, and closing facilities requests, coordinating reactive and plannedmaintenance, liaising with contractors and suppliers, maintaining compliancedocumentation, and supporting office services, projects, and improvements.
This is a hands on coordination rolerequiring strong organisation, clear communication, attention to detail, andthe ability to manage multiple priorities across several sites.
Key Responsibilities
- Own and manage the facilities helpdesk,ensuring requests are logged, prioritised, allocated, tracked, updated,and closed in a timely manner.
- Log and track facilities job requests usingthe facilities ticketing system.
- Allocate facilities requests to externalsuppliers or the internal facilities team.
- Keep users updated on the progress offacilities requests and provide clear communication throughout.
- Coordinate reactive and planned maintenanceacross multiple office sites.
- Schedule and organise supplier visits tooffices.
- Liaise with contractors, suppliers, andinternal stakeholders to ensure maintenance works are completedeffectively.
- Update the facilities ticketing system withactions identified from fire risk assessments, legionella riskassessments, health and safety audits, and other compliance reviews
Supplier, Contractor and Office Services Management
- Respond to supplier emails, phone calls andfollow up on outstanding actions.
- Support the management of key office services,including cleaning, waste, consumables, refreshments, stationery, andkitchen supplies.
- Manage stationery and kitchen consumableorders to ensure appropriate stock levels are maintained.
- Support supplier management activity,including service performance, issue resolution, procurement activity,contract renewals, and value-for-money reviews.
- Work with contractors and suppliers tomaintain a safe, clean, professional, and well-functioning officeenvironment
Compliance, Health and Safety and Documentation
- Maintain accurate compliance, health andsafety, and statutory documentation.
- Maintain an organised filing system forcompliance documentation.
- Support the tracking and completion ofactions arising from fire risk assessments, legionella risk assessments,health and safety audits, and similar inspections.
- Promote a positive, practical health andsafety culture across all offices.
- Maintain a meter reading register for 11buildings and submit monthly meter readings to utility providers.
- Support the Head of Operations or widerteam with health and safety administration, audit preparation, andcompliance follow-up activity
Projects and Continuous Improvement
- Support office projects, moves, improvements,refurbishments, and facilities-related change activity.
- Help identify practical improvements tofacilities processes, supplier performance, office services, and the userexperience.
- Contribute to maintaining professional, safe,efficient, and well-presented office environments.
Candidates should have
- Previous experience in a facilities, property, office services,maintenance coordination, helpdesk, or administrative coordination role.
- Experience using a ticketing system, helpdesk system, CAFMsystem, or similar workflow management tool.
- Experience coordinating reactive or planned maintenance requests.
- Experience liaising withcontractors, suppliers, service providers, and internal stakeholders.
- Strong administrative experience, including maintaining records,tracking actions, and following tasks through to completion.
- Experience supporting health and safety, compliancedocumentation, statutory records, audits, or risk assessment actions.
- Good working knowledge of Microsoft Office, particularly Outlook,Excel, and Teams.
- Experience managing office consumables, stationery, cleaning,waste, refreshments, or similar office services would be advantageous.
- Experience supporting supplier reviews, procurement activity,contract renewals, or value-for-money exercises would be beneficial.
- Multi-site facilities experience would be advantageous but is notessential.
Personal Attributes
- Highly organised, structured, and able to manage a busy workload.
- Proactive, practical, and solutions-focused.
- Confident prioritising requests based on urgency, risk, andbusiness impact.
- A clear and professional communicator, both written and verbal.
- Customer-focused, with a helpful and responsive approach tousers.
- Comfortable dealing with contractors, suppliers, and internalcolleagues at all levels.
- Accurate and detail-focused when maintaining records, compliancedocuments, and ticketing system updates.
- Able to follow processes while also using common sense andpractical judgement.
- Calm under pressure and able to manage competing priorities.
- Reliable and consistent in following up tasks through tocompletion.
- Positive, approachable, and willing to support a professionaloffice environment.
- Comfortable working independently as well as part of a widerteam.
- Able to travel to another office approximately once per month.
What We Can Offer
- A supportive andcollaborative working environment
- Full training andongoing professional development
- The opportunity tomake a real impact in the lives of vulnerable individuals
- Competitive salaryand benefits package
Working Arrangements
This role is based out of our Leeds or Wakefieldoffice, with the option for hybrid working in line with business needs and ourhybrid working arrangements. Due to thenature of the work, a flexible and responsive approach is essential.
Benefits
- Long Service Award days - 1for every 2 years of service (FTE)
- Training and development
- Wellness packages
- EnhancedMaternity/Paternity and Adoption pay
- Group Insurances for LifeInsurance, Critical Illness and Income Protection
- Apprenticeship Funding fortraining and development
- All Company equipment willbe supplied for Hybrid working
- Annual Bonus Scheme
- Holiday Purchase and Sellback/transfer schemes