We are seeking a highly organised and proactive Facilities Coordinator to join our Facilities team at our Cobham campus. This is an excellent opportunity for an experienced administrator with strong coordination skills to play a key role in supporting the day-to-day operations of a busy school environment.
Working closely with the Senior Facilities Manager and wider Facilities team, you will help ensure that facilities services are delivered efficiently, compliance requirements are met, contractors are effectively managed, and the school community receives outstanding support.
About the Role
As Facilities Coordinator, you will be responsible for a broad range of administrative, operational and compliance-related activities. You will act as a central point of contact for facilities enquiries, coordinate maintenance activities, manage financial administration and support the smooth operation of facilities systems and service contracts.
Key Responsibilities
Facilities Administration & Office Operations
- Manage office supplies, facilities-related purchases and associated purchase orders
- Provide administrative and coordination support for office moves, space planning and furniture allocation projects
- Act as the first point of contact for facilities enquiries from staff, contractors and suppliers
- Build and maintain strong working relationships across the school community.
Facilities Systems & Task Coordination
- Coordinate maintenance requests and allocate tasks to in-house teams and external contractors
- Administer the CAFM system, ensuring work orders are accurately scheduled, tracked and completed
- Support the development and monitoring of planned preventative maintenance (PPM) schedules
- Monitor outstanding requests and provide regular updates to stakeholders.
- Escalate urgent issues to the appropriate Facilities Manager.
Finance & Procurement
- Raise purchase orders, process invoices and reconcile expenditure
- Proactively resolve outstanding payment and procurement issues
- Support supplier administration, quotations, purchasing records and contract documentation
- Liaise with Finance and Procurement teams to ensure efficient processes are maintained.
Records & Data Management
- Maintain organised, accurate and audit-ready facilities records
- Manage shared drive documentation and project records
- Compile and analyse contract and service-related data
- Support environmental and energy reporting requirements, including ESOS reporting.
Health & Safety Compliance
- Assist with the administration and tracking of inspections, risk assessments, statutory compliance documentation and remedial actions
- Coordinate servicing, maintenance and repair schedules to support compliance requirements
- Ensure records, certificates and service reports are maintained and readily accessible.
Contractor & Service Contract Management
- Coordinate service contracts and monitor supplier performance against agreed service levels
- Arrange contractor visits, access requirements and security clearances
- Support contractor compliance processes, including DBS checks, safeguarding documentation, risk assessments and method statements
- Review contractor access requests and escalate higher-risk activities where appropriate.
About You
We're looking for someone who is:
- Highly organised with excellent attention to detail
- Experienced in administration, facilities coordination or office management
- Confident managing multiple priorities in a fast-paced environment
- Skilled in working with databases, CAFM systems and Microsoft Office applications
- A strong communicator who can build effective relationships with colleagues, suppliers and contractors
- Proactive, solutions-focused and able to work independently
- Familiar with financial administration, purchase orders and invoice processing.
Desirable
- Experience within education, estates or facilities management environments
- Knowledge of CAFM systems such as Shire
- Understanding of health and safety and contractor compliance requirements.
What We Offer
- A varied and rewarding role within a supportive team
- Opportunities for professional development and training
- The chance to make a meaningful contribution to the smooth operation of a thriving school environment
- Competitive salary and benefits package.
If you are an organised and motivated professional looking for a diverse facilities coordination role, we would love to hear from you.
Start date: 6th July 2026
Working hours: 09:00 - 17:00, Monday to Friday, 35 hours per week, 52 weeks
Location: Cobham, KT11 1BL
Safeguarding:
ACS is committed to inclusion across race, gender, faith, identity and abilities. We believe that diversity helps us to fulfil our purpose, realise our vision and exemplify our values.
ACS is committed to safeguarding and promoting the welfare of children and young people and employees of ACS are expected to share this commitment. This position is therefore subject to pre-employment compliance checks and an enhanced Disclosure and Barring Service Check.
Benefits:
- Canteen
- Company pension
- Free parking
- Life insurance
- On-site gym
- Referral programme
Ability to commute/relocate:
- Cobham KT11 1BL: reliably commute or plan to relocate before starting work (required)
Application question(s):
- We are hoping for the successful applicant to start in early/mid July. Is this possible for you?
Language:
Work authorisation:
- United Kingdom (required)
Work Location: In person
