Newmark
Facilities Coordinator
Nottingham
Posted about 23 hours ago
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Facilities Coordinator
Facilities Coordinator in daily operations of offices. Serve as a point of contact for employees, visitors, vendors, assisting the Facilities Manager, ensuring that the workplace is welcoming, compliant, and functioning at the highest standard.
ESSENTIAL DUTIES
Facilities & Vendor Coordination
- Support the implementation and maintenance of Facilities Management processes, aligned with global standards.
- Liaise with vendors and contractors for routine maintenance, repairs, and services.
- Log and track all operational and maintenance activities via CMMS system.
- Support the Local FM with data collection for dashboards and reporting, such as environmental and statutory.
- Assist with contract scope review and manage certificate of insurance data.
- Liaison with landlord staff regarding vendor access, permits RAM’s etc.
Operational & Administrative
- Perform inspections of properties routinely to ensure workplace is in compliance, maintenance is being performed, level of cleaning is at highest standards.
- Track and manage KPI & SLA levels.
- Assist in budget development.
- Review and assist with invoice review, coding to appropriate budget category & invoice input into accounting system.
- Assist Project team with employees as applicable.
- Maintain database of occupancy, ensuring floor plans and seating are current.
- Assist in development of monthly financial and operating reporting.
- Track and upload environmental & utility data into client’s environmental system.
- Attend tenant meetings and liaison with landlord’s property team.
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Health, Safety & Compliance
- Act as support for Health & Safety activities (following training), supporting EH&S activities, communications, and policy enforcement.
- Conduct or participate in periodic safety inspections and risk assessments.
- Upload data & inspections to compliance SharePoint site.
- Identify safety issues, notify supervisors, and follow up on corrective actions.
- Maintain documentation related to visitor safety, vendor compliance (e.g., IMSS/SUA documentation), and incident reporting.
- Ensure contractors are submitting proper RAMS and documentation.
- Coordinate with the Occupational Health and Safety Committee and participate in investigations and preventative actions.
Front-of-House & Office Operations (May be asked to assist as a back-up to Receptionist)
- Welcome and register visitors, manage access credentials, and ensure visitors are informed of security protocols.
- Handle incoming calls, direct queries, and maintain records of daily office visits and access logs.
- Manage the reception area, coordinate mail/courier deliveries, and ensure collection schedules align with internal policies.
- Serve as the primary point of contact for all office-related needs and coordinate with internal departments (e.g., HR, IT, Security).
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Additional Responsibilities
- Own and manage internal communications channels for facilities updates and alerts.
- Continuously identify opportunities to enhance workplace safety, comfort, and operational efficiency.
- Be available to assist with operational/emergency situations, which could occur after hours.
SKILLS, EDUCATION AND EXPERIENCE
- Outstanding Customer Focus
- Pro Active / Team Player
- Flexible and energized
- On-site presence during working hours
- Good communications skills both oral and written
- IT Literate (MS Suite including Teams, Excel, Word)
- Prior Occupational Health & Safety Training is a plus
WORK SETTING
- Competitive Salary
- Modern working environment
- Supportive and customer-focused environment
- Safety culture
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