Facilities Coordinator in Wakefield

Switalskis is an award-winning law firm listed in The Sunday Times Best Places to Work 2024 & 2025. Established in 1993, we began with a focus on child care law and criminal law from a single office in Wakefield. Since then, we’ve expanded to 12 locations employing approximately 400 people who provide a wide array of specialist legal services. A career at Switalskis means being part of a firm that cares and is here for you. We’re dynamic and progressive, and we never stand still.

The Role

We are looking for a Facilities Helpdesk Coordinator who will be responsible for running the facilities helpdesk and supporting the effective delivery of facilities services across multiple office locations. The role will involve logging, prioritising, allocating, tracking, and closing facilities requests, coordinating reactive and planned maintenance, liaising with contractors and suppliers, maintaining compliance documentation, and supporting office services, projects, and improvements. This is a hands-on coordination role requiring strong organisation, clear communication, attention to detail, and the 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 using the facilities ticketing system.
• Allocate facilities requests to external suppliers or the internal facilities team.
• Keep users updated on the progress of facilities requests and provide clear communication throughout.
• Coordinate reactive and planned maintenance across multiple office sites.
• Schedule and organise supplier visits to offices.
• Liaise with contractors, suppliers, and internal stakeholders to ensure maintenance works are completed effectively.
• Update the facilities ticketing system with actions identified from fire risk assessments, legionella risk assessments, health and safety audits, and other compliance reviews.

Supplier, Contractor and Office Services Management

• Respond to supplier emails, phone calls and follow up on outstanding actions.
• Support the management of key office services, including cleaning, waste, consumables, refreshments, stationery, and kitchen supplies.
• Manage stationery and kitchen consumable orders 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 to maintain a safe, clean, professional, and well-functioning office environment.

Compliance, Health and Safety and Documentation

• Maintain accurate compliance, health and safety, and statutory documentation.
• Maintain an organised filing system for compliance documentation.
• Support the tracking and completion of actions arising from fire risk assessments, legionella risk assessments, health and safety audits, and similar inspections.
• Promote a positive, practical health and safety culture across all offices.
• Maintain a meter reading register for 11 buildings and submit monthly meter readings to utility providers.
• Support the Head of Operations or wider team with health and safety administration, audit preparation, and compliance follow-up activity.

Projects and Continuous Improvement

• Support office projects, moves, improvements, refurbishments, and facilities-related change activity.
• Help identify practical improvements to facilities processes, supplier performance, office services, and the user experience.
• 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, CAFM system, or similar workflow management tool.
• Experience coordinating reactive or planned maintenance requests.
• Experience liaising with contractors, 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, compliance documentation, 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 not essential.

Personal Attributes

• Highly organised, structured, and able to manage a busy workload.
• Proactive, practical, and solutions-focused.
• Confident prioritising requests based on urgency, risk, and business impact.
• A clear and professional communicator, both written and verbal.
• Customer-focused, with a helpful and responsive approach to users.
• Comfortable dealing with contractors, suppliers, and internal colleagues at all levels.
• Accurate and detail-focused when maintaining records, compliance documents, and ticketing system updates.
• Able to follow processes while also using common sense and practical judgement.
• Calm under pressure and able to manage competing priorities.
• Reliable and consistent in following up tasks through to completion.
• Positive, approachable, and willing to support a professional office environment.
• Comfortable working independently as well as part of a wider team.
• Able to travel to another office approximately once per month.

What We Can Offer

• A supportive and collaborative working environment.
• Full training and ongoing professional development.
• The opportunity to make a real impact in the lives of vulnerable individuals.
• Competitive salary and benefits package.

Working Arrangements

This role is based out of our Leeds or Wakefield office, with the option for hybrid working in line with business needs and our hybrid working arrangements. Due to the nature of the work, a flexible and responsive approach is essential.

Benefits

• Long Service Award days - 1 for every 2 years of service (FTE).
• Training and development.
• Wellness packages.
• Enhanced Maternity/Paternity and Adoption pay.
• Group Insurances for Life Insurance, Critical Illness and Income Protection.
• Apprenticeship Funding for training and development.
• All Company equipment will be supplied for Hybrid working.
• Annual Bonus Scheme.
• Holiday Purchase and Sellback/transfer schemes.