Facilities Coordinator

The role reports to the Facilities Manager and will also work closely with the Facilities Assistant. The role will be fully office based with no ability to work remotely and will require some flexibility in working hours where events occur outside of core hours.

Job Duties And Responsibilities

The following duties are shared across the Facilities team:

• Office environment – ensuring that the office is kept clean and tidy, consumables are replenished regularly, waste disposed of and meetings rooms are appropriately set up before each meeting and ensuring that office storage is efficiently used.
• Stationary – Monitoring levels of stationary within the office, replenishing and relocating supplies as required and making orders from suppliers.
• Visitor management – operate the front of house welcome desk and ensure that all visitors are appropriately greeted and have a positive welcome experience. Maintain a log of visitors for compliance purposes, liaising with building management to ensure that visitors are logged even when arriving outside of core hours.
• Telephony – operate switchboard and redirecting calls and taking messages as appropriate.
• Access control – manage staff passes for access to both the building and the office floors, ensuring that staff can access the office as needed and that physical security is maintained.
• Liaison with WeWork – Communicate with the WeWork community team who manage most building services and maintenance.
• Vendor management - Liaise with other service providers for cleaning, catering, and any other Facilities services which are not managed through WeWork. Coordinate and supervise the activities of external Facilities vendors.
• Event management – supporting the setup of events, such as client seminars and staff drinks, as well as arranging for subsequent tidying as required.
• Building maintenance – liaising with both building management our own contractors to ensure that the office space is kept in a state of good repair.
• Health and Safety compliance – ensuring that employees and visitors comply with all facilities policies, regulations and standards.
• Emergency response – in the event of emergencies, including fire or other evacuations, ensure that all emergency response plans and procedures are followed by staff and visitors. The Facilities Manager will be the primary Fire Marshall and First Aider in the office.
• Post – Sharing post room responsibilities with other team members, including collecting, opening, scanning and distributing incoming post, destroying hard copies when no longer required and sending outgoing post as required.
• Banking – Depositing physical cheques at the local bank branch.
• Archiving – Processing requests to retrieve paper files from offsite archiving, receiving archiving deliveries and passing to the relevant team and processing return of files to archiving.
• Ad hoc project management - support any ad hoc Facilities projects including office repairs, refurbishments or relocations, ensuring projects are completed on time and within budget.

Person Specification

Skills, Experience And Qualifications

• Proven experience in a Facilities role
• Self-starter and pro-active in finding tasks that need completing
• Ability to manage own workload
• Excellent personal skills and an approachable and professional manner
• Confidence to challenge colleagues who are not following policies and procedures
• Appropriate levels of flexibility to be able to cater for specific events which may be slightly earlier or later than usual hours