Facilities Coordinator

Reports To: Regional Workplace Experience Manager

Job Overview

To deliver exceptional workplace experience, coordinate facilities services and ensure the smooth operation of day-to-day hard and soft FM activities. This role acts as the first point of contact for building users providing proactive, service-focused support and supporting compliance, comfort, and operational efficiency across the site. The Workplace Experience Coordinator plays a key role in maintaining high standards in workplace services, supporting audits and safety, fostering strong supplier and stakeholder relationships, and contributing to a positive, safe and well-maintained environment for all occupants.

What This Job Involves

• Support the Workplace Experience Manager (WEM) in overseeing day-to-day delivery of FM services as required for your location(s), ensuring service levels are consistently met and proactively raising any issues.
• Serves as the face of the business, acting as the first point of contact for clients, stakeholders, and staff when they enter the office.
• Support the WEM with gaining information required for quotes and other activities (e.g. capex planning), as required.
• Ensure Planned Preventative Maintenance (PPM) activities are carried out onsite in accordance with schedules and escalate any issues to WEM.
• Manage subcontractors onsite in accordance with the Contractor Management Procedure.
• Raise and track reactive maintenance tasks through the Helpdesk system, following up to ensure timely resolution.
• Coordinate car park and meeting room bookings, setups, hospitality, AV support.
• Complete meeting room set ups, arranging rooms as per the specification for each meeting, including operating a partition wall as needed.
• Support with on-site audits and the closure of audit actions.
• Maintain and regularly update site folders and compliance documentation.
• Ensure any risks identified related to the location are raised to the WEM and captured on the risk register.
• Manage mail and deliveries as required.
• Manage stationary and catering orders and handle deliveries on arrival.
• Build positive relationships with service providers and local client teams.
• Act as local QSHE Champion for location(s). Ensure all accidents, incidents, and hazard observations are reported and noticeboards are kept up to date with relevant information.
• Coordinate communications to building users relating to FM activities and updates.
• Be the visible and approachable “go-to” for all things workplace; embody a concierge-level service mindset.
• Act on customer feedback about the workplace and services.
• Conduct daily walkthroughs of the space to proactively identify issues or improvements.
• Manage visitors and support with site inductions as required.
• Conduct or support QSHE inspections as required, including Monthly Workplace Inspections.
• Act as a Fire Warden and First Aider for the location (training will be provided).
• Represent the Facilities & Workplace team in a professional, service-oriented manner.
• Maintain internal plants and coordinate with service providers to ensure healthy workplace greenery.
• Attend and contribute to Tenants meetings ensuring minutes are captured and distributed in accordance with process, as required.