Facilities Management Coordinator

About the Role

We are seeking a proactive and enthusiastic FM Coordinator to support the day-to-day operations of our Facilities Management team. This role is responsible for assisting with general FM duties, supporting workplace projects, and helping to maintain a safe, functional, and well-presented workplace. The ideal candidate is organized, a strong communicator, and eager to develop their skills within a fast-paced facilities environment.

Responsibilities

• General Facilities Management:
  • Support the coordination and supervision of contractors and service providers, ensuring work is completed to standard and on time.
  • Proactively identify and report maintenance issues, building defects, or safety concerns, following through to resolution.
  • Assist with the planning and execution of office moves, desk reconfigurations, and space changes.
  • Conduct regular floor walks and building inspections to ensure facilities standards are maintained.
  • Respond to FM helpdesk requests and ad hoc queries from building occupants in a timely and professional manner.
  • Maintain accurate records of FM activities, contractor visits, and compliance documentation.
  • Support the management of facilities-related inventory, including office supplies, equipment, and consumables.
  • Assist with health and safety compliance activities, including risk assessments and fire safety checks.
  • Liaise with building management, landlords, and external vendors as required.
  • Support ad-hoc assignments and special projects as directed by the FM team.
  • Occasional out of hours support.
  • Up to 25% travel availability for operational support, projects, and training.
• Portfolio Project Support:
  • Provide on-the-ground support for local office fit-outs and refurbishment projects.
  • Assist with coordinating office layout changes and workspace updates across locations.
  • Act as a point of contact for project-related queries, liaising between contractors, project managers, and office stakeholders.
  • Help track project milestones, actions, and timelines, escalating issues where necessary.
  • Support post-project snagging and quality checks to ensure works are completed to the required standard.
  • Maintain project files, drawings, warranties, and close-out documentation.

Requirements

• Minimum three years of facilities, workplace services, or related experience.
• Experience with CMMS or FM software.
• General knowledge of HVAC, electrical, plumbing, and life safety systems.
• Strong organizational skills with a keen eye for detail.
• Excellent communication and interpersonal skills, with the ability to build relationships with stakeholders at all levels.
• Proficiency in Microsoft Office applications including Outlook, Word, and Excel.
• Ability to manage competing priorities and work effectively under pressure.
• A proactive, can-do attitude with a willingness to learn and take ownership of tasks.
• Knowledge of health and safety regulations and facilities best practice is advantageous.
• Some construction experience preferred.