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Facilities Coordinator
Facilities Coordinator
What This Role Involves
We are seeking a skilled and experienced Facilities Coordinator to oversee the management and maintenance of our client’s facilities. In this role, you will assist in coordinating facility operations, ensuring compliance with legal requirements, managing service contracts, and supporting all facility-related tasks — including an Integrated Facilities Management (IFM) programme.
What Your Day-to-Day Would Look Like
Facilities Management
- Coordinate maintenance and repair activities, liaising with contractors and service providers (onsite presence in London, with remote and quarterly visits to Newcastle).
- Monitor building systems (HVAC, lighting, security) and report issues.
- Oversee cleaning services and compliance with cleanliness standards.
- Manage office supplies inventory, placing orders as needed.
- Conduct regular facility inspections & risk assessments.
- Assist in implementing health and safety policies.
- Coordinate space planning & office moves.
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Mailroom Operations (Where Required)
- Manage incoming/outgoing mail, sorting, distributing, and dispatching.
- Operate and maintain mailroom equipment.
- Coordinate courier services and track deliveries.
- Maintain accurate records of mail/package movements.
- Ensure compliance with postal regulations & company policies.
Event Management (Where Required)
- Organise logistics for events, meetings, and conferences.
- Manage event space set-up/breakdown, liaising with vendors (catering, AV, etc.).
- Assist with AV equipment setup & troubleshooting.
- Maintain an events calendar and manage bookings.
General Administration
- First point of contact for facilities-related queries & issues.
- Maintain records & documentation for facilities, mailroom, and events.
- Prepare regular operational reports (facilities, mailroom, events).
- Assist in developing & implementing policies & procedures.
- Support budget preparation and cost monitoring.
- Manage relationships with vendors & service providers, including performance reviews.
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Out-of-Hours Support
- Flexible weekend/late-night cover (onsite support, emergency assessments, and coordination with local providers).
- Overtime reimbursement applies.
Requirements
- Proven experience in facilities or property management, ideally in integrated facilities management.
- Knowledge of legal requirements, codes, and facility regulations.
- Strong communication & stakeholder engagement skills.
- Excellent organisation & time management to prioritise tasks.
- CMMS (computerised maintenance management system) familiarity.
- Understanding of budgeting & financial management.
- Ability to work independently and collaboratively, solving problems efficiently.
“It took my CV and asked me questions relevant to understanding what kind of jobs to suggest for me. Suggestions were almost perfect. Jobs were exactly what I’ve been looking for.”
Jessica, London
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