GreenLight
FM Operations Coordinator
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Company Description
GreenLight is a UK-based engineering group, founded in 2008, that specializes in commercial fit-out, facility management, and renewable energy services. The company places a strong emphasis on sustainability, integrating it into its core operations and projects. We currently manage over 200+ locations UK wide for facility management PPM/Reactive/Maintenance services.
Role Description
This is a full-time office role for an FM Operations Assistant based in Leatherhead, Surrey. The FM Operations Coordinator will handle day-to-day facility management tasks, support operational activities, and assist in ensuring smooth operations. This includes managing documentation, supporting customers, collaborating with teams, monitoring operational performance, and ensuring compliance with company protocols and standards. The role requires excellent multitasking abilities and a proactive attitude.
Operational Support
- Support the FM Operations Manager with day-to-day coordination of FM contracts
- Assist with job scheduling, engineer allocation, and reactive works coordination
- Track job progress and ensure works are completed within agreed SLAs
- Liaise with subcontractors, suppliers, and internal engineers to ensure smooth delivery
- Maintain accurate job records within FM and business systems
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Administration & Systems
- Raise and manage work orders, purchase orders, and service requests
- Maintain accurate records for contracts, asset registers, certifications, and site data
- Support document control, ensuring records are compliant and audit-ready
- Assist with updating operational trackers, dashboards, and reports
Client & Stakeholder Communication
- Act as a point of contact for clients regarding day-to-day operational queries
- Support communication with schools, trusts, commercial clients, and public sector bodies
- Ensure a professional, responsive, and solutions-focused service experience
Compliance & Quality
- Support compliance with health & safety, statutory inspections, and certification requirements
- Assist with tracking planned preventative maintenance (PPM) schedules
- Help ensure subcontractor compliance (RAMS, insurance, accreditations)
- Support internal quality control and continuous improvement initiatives
Financial & Commercial Support
- Assist with job costing, timesheet tracking, and operational cost control
- Support invoice preparation by ensuring job data and documentation are complete
- Liaise with finance team regarding operational queries, variations, and billing support
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Sustainability & Values
- Support GreenLight’s sustainability objectives across FM contracts
- Assist with data collection for carbon reporting and energy-related services where required
- Promote a culture aligned with GreenLight’s B Corp values and purpose-led approach
Skills & Experience
Essential
- Strong organisational and administrative skills
- High attention to detail and accuracy
- Confident communicator, both written and verbal
- Ability to manage multiple tasks and priorities
- Good IT skills (Microsoft Office / Microsoft 365 / Dynamics 365)
- Proactive, reliable, and team-oriented mindset
Desirable
- Experience in Facilities Management, property services, or operations support
- Familiarity with FM systems or job management software
- Experience working with schools, trusts, or public sector clients
- Understanding of compliance, health & safety, or PPM scheduling
Why Join GreenLight?
- Opportunity to grow with a rapidly expanding FM business unit
- Exposure to a wide range of clients and services
- Career development and progression opportunities
- A purpose-led, sustainability-focused company culture
- Competitive salary and benefits package
- Company Profit Share scheme
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