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.
