Client Service Coordinator - Hours: Monday to Friday, 10:00am to 4:00pm 30hrs per week
Contract: Permanent role.
Salary: £23,150
At Anabas, our vision is simple: to provide forward-thinking Facilities Management solutions with passion, delivering a world-class service tailored to the unique needs of our diverse client base.
We are seeking a full-time Client Service Coordinator to join our fast-paced team in White City London, working at one of our prestigious client sites, a global leader in the beauty and cosmetics industry.
The Role
You will provide a professional, friendly and proactive service. You will build and develop an excellent working relationships with the client, wider facilities team and third party contractors.
You will provide:
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Visitor management and front of house duties including a comprehensive reception service and switchboard attendance,
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The delivery of a consistent exemplary customer experience.
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Event coordination
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Support to the day to day operations through collaboration with the Anabas on site engineers, facilities, cleaning and front of house teams.
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Administration and of client requests, monthly reporting and product purchase orders using Sage.
About You
Were looking for someone who is proactive, professional, and highly organised. Youll thrive in a busy environment, balancing priorities while keeping customer service at the heart of everything you do.
Key Responsibilities:
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Managing high levels of incoming calls via Teams and emails via Office 365, ensuring prompt responses in line with contractual agreements, and coordinate client requests with relevant onsite teams. Effectively comply emails in a corporate environment and problem solve requests with efficiency.
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Planning and coordinating internal events, collaborating with external hospitality vendors. Meet with clients, gathering details to then populate on spreadsheets for overview.
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Accurately log client requests on CAFM system called QFM, ensuring they are assigned to the correct SLA and assign to correct team for a timely resolution.
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Work closely with engineers, facilities assistants, audio-visual teams, cleaning staff, FOH team and contractors to schedule work, monitor progress, and update QFM records accordingly.
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Ordering necessary materials and equipment to support day-to-day operations.
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Prepare and submit accurate quotations on behalf of the FM team, ensuring they meet the required SLA timeframe
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Create and finalise client and internal reports in QFM, ensuring all data is accurate and complete.
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Assist in reviewing contractor documentation (insurance, training certifications, risk assessments) and coordinate site attendance with site leads.
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Maintain regular communication with the internal FM team and the central helpdesk team based in Darlington.
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Assist in meetings and facilitate effective communication with key stakeholders to ensure smooth collaboration.
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Ensuring that all incoming calls for the client business are handled efficiently and courteously.
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Arranging transport facilities, including local travel arrangements and taxis.
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Develop and maintain an effective client relationship.
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Meet and greet visitors in a friendly and personable way.
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Helpdesk call and mail box management- Answering callers and email requests or enquiries accordingly and in line with contractual arrangements.
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Logging client requests on QFM, ensuring they are accurately logged and assigned to the correct SLA, delivery team or contractor.
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Management of purchase ordering on SAGE. Raising Purchase order & completing accurate goods receipting of invoices as required.
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Monthly reporting on statutory and mandatory compliance of PPMs
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Be prepared to participate in an on call rota in conjunction with the central helpdesk.
Essential Skills & Qualities:
- Previous office experience in a similar role
- Strong communication skills, able to manage customer expectations
- Excellent organisational skills with the ability to prioritise effectively
- Confident IT user (Microsoft Office, email, CAFM systems, or similar)
- A positive team player with a flexible, can-do approach
- Reliable, self-motivated, and committed to delivering work to a high standard
What We Offer
- 33 days annual leave (including Bank Holidays)
- Employee Assistance Programme
- Recognition and Reward scheme
- Cycle to Work scheme
- Recommend a Friend scheme
- Company events
- Aviva Digital GP service
- Training and development opportunities
- Subsidised gym membership
- Access to healthy snacks and drinks
Ready to join us?
If youre passionate about supporting people, solving problems, and working as part of a collaborative team, wed love to hear from you.
