Facilities Co-Ordinator - #194958

The Facilities Coordinator is responsible for supporting the day-to-day delivery of facilities management services, ensuring that buildings, equipment, and workplace environments are safe, compliant, and maintained to a high standard. The role involves coordinating contractors, managing service requests, monitoring compliance activities, and supporting operational efficiency across the organisation's facilities portfolio.

Key Responsibilities

Facilities Operations

• Coordinate the daily facilities management activities across assigned sites.
• Act as the first point of contact for facilities-related queries and service requests.
• Manage and monitor the facilities helpdesk system, ensuring requests are logged, prioritised, and resolved within agreed service levels.
• Conduct regular site inspections to identify maintenance requirements, health and safety concerns, or housekeeping issues.
• Support office moves, workspace planning, and furniture/equipment arrangements.

Contractor Management

• Coordinate external contractors and service providers for planned and reactive maintenance activities.
• Ensure contractors comply with site rules, health and safety requirements, and permit-to-work processes.
• Monitor contractor performance and report any issues to the Facilities Manager.

Compliance and Health & Safety

• Support statutory compliance activities, including fire safety inspections, emergency lighting tests, water hygiene management, and other regulatory requirements.
• Maintain accurate records of compliance documentation, certificates, inspections, and audits.
• Assist with incident reporting, investigations, and corrective actions.
• Promote a safe working environment and support organisational health and safety initiatives.

Stakeholder Engagement

• Build positive relationships with employees, contractors, suppliers, and visitors.
• Communicate planned maintenance works and facilities updates to stakeholders.
• Support customer satisfaction by delivering responsive and professional facilities services.

Knowledge, Skills and Experience

Essential

• Experience working within a facilities, property, workplace, or administrative environment.
• Strong organisational and coordination skills.
• Full UK License and access to own vehicle.
• Excellent communication and customer service skills.
• Ability to manage multiple priorities and meet deadlines.
• Proficient in Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• Understanding of health and safety principles within a workplace environment.

Desirable

• Facilities Management qualification (e.g., IWFM Level 3 or equivalent).
• Experience using Computer-Aided Facilities Management (CAFM) systems.
• Knowledge of contractor management and compliance processes.
• Experience working in a multi-site environment.

Personal Attributes

• Proactive and solution-focused.
• Strong attention to detail.
• Professional and approachable manner.
• Ability to work independently and as part of a team.