Facilities Coordinator

Responsibilities

• Provide day-to-day support for, monitor the performance of, and coordinate a small team of multi-skilled operatives.
• Develop and maintain close working relationships with key stakeholders, landlords, managing agents, and all facilities vendors.
• Aid in the management of all contractors on site to ensure they perform to required standards and comply with agreed procedures.
• Assist in the procurement of vendors and services as needed, ensuring value, quality, and compliance with internal processes.
• Afford assistance with financial processes to ensure all financial management requirements are completed accurately and on time.
• Ensure prompt and accurate creation, processing, and management of purchase orders in the internal financial management platform.
• Aid in the preparation of monthly accrual reports and help monitor finance trackers to maintain accurate financial records.
• Conduct regular site inspections, assessments, and audits to ensure facilities are safe, compliant, and operating effectively.
• Carry out safety procedures and building procedures, including ad-hoc duties and performance measures, as required.
• Afford assistance in the implementation of the property risk management program and support industry best practice operations.
• Maintain premises in a neat, orderly, and good working condition at all times.
• Support the implementation and monitoring of disaster recovery and business continuity plans.
• Follow established escalation procedures and incident reporting procedures to manage issues promptly and effectively.
• Offer support for regular management reports and projects as required by the facilities function.
• Work towards and achieve Key Performance Indicators (KPIs) and Service Level Agreement (SLA) targets related to facilities operations.
• Deliver strong customer service to internal and external stakeholders, responding promptly and professionally to requests and issues.

Requirements

• Strong customer service experience with a focus on responsiveness and professionalism.
• Strong communication skills, including excellent verbal and written communication.
• Proficiency in Microsoft Office, including a strong understanding of Microsoft Word, Excel, and Outlook.
• Ability to work both independently and as part of a team in a collaborative environment.
• Self-motivated with a confident and energetic attitude.
• Ability to work well under pressure and manage multiple tasks or priorities.
• Flexibility to adapt to changing needs, tasks, and priorities within the facilities function.
• Experience or skills in facility management and coordination of facility-related activities.

Qualifications

• Bachelor’s degree in a related field preferred.
• Experience working with internal financial management platforms, including purchase order management, is an advantage.
• Experience supporting risk management, disaster recovery, or business continuity programs is beneficial.
• Previous experience coordinating contractors, vendors, or service providers is desirable.
• Strong organizational skills and attention to detail when managing documentation, reports, and audits.

Benefits

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)