Client Service Coordinator Facilities VA2875

Anabas (UK 2) Ltd; Greater London; On-site; GBP 25,000 - 35,000; Full time

Benefits offered by this job

33 days annual leave

Employee Assistance Programme

Cycle to Work scheme

Training and development opportunities

Aviva Digital GP service

Job summary

Anabas is seeking a proactive Client Service Coordinator to join our White City, London site. In this full-time role you will handle front-of-house duties, visitor management, reception, and coordinate with on-site engineers, facilities and contractors to ensure a seamless client experience.

The ideal candidate will have strong communication, excellent organisational skills, and be proficient with Microsoft Office and CAFM systems.

Qualifications

• Previous office experience in a similar role.
• Strong communication skills, able to manage customer expectations.
• Excellent organisational skills with the ability to prioritise effectively.
• Confident IT user (Microsoft Office, CAFM systems, or similar).

Responsibilities

• Managing high levels of incoming calls via Teams and emails, in line with contractual SLAs.
• Planning and coordinating internal events and coordinating with external hospitality vendors.
• Logging client requests on QFM and ensuring correct SLA assignment.
• Collaborating with engineers, facilities teams and contractors to schedule work and update records.
• Ordering materials and equipment to support day-to-day operations.
• Preparing and submitting quotations and managing purchase orders in SAGE.
• Creating client and internal reports in QFM with data accuracy.
• Assisting with contractor documentation and site attendance coordination.
• Maintaining communication with the central helpdesk and on-site teams.
• Meeting and greeting visitors and managing on-site reception.
• Monthly reporting on statutory and mandatory PPM compliance.

Skills

Communication

Organisation

Customer service

Team player

Tools

QFM

SAGE

Office 365

Microsoft Office

Job description

Client Service Coordinator - Hours: Monday to Friday, 10:00am to 4:00pm 30hrs p er week

Contract: Permanent role.

AtAnabas, our vision is simple: to provide forward-thinking Facilities Management solutions with passion, delivering a world-class service tailored to the unique needs of our diverse client base.

We are seeking afull-time Client Service Coordinator to join our fast-paced team in White City London, working at one of our prestigious client sites, a global leader in the beauty and cosmetics industry.

The Role

You will provide a professional, friendly and proactive service. You will build and develop an excellent working relationships with the client, wider facilities team and third party contractors.

You will provide:

• Visitor management and front of house duties including a comprehensive reception service and s witchboard attendance,
• The delivery of a consistent exemplary customer experience.
• Event coordination
• Support to the day to day operations through collaboration with the Anabas on site engineers, facilities, cleaning and front of house teams.
• Administration and of client requests, monthly reporting and product purchase orders using Sage.

About You

We’re looking for someone who is proactive, professional, and highly organised. You’ll thrive in a busy environment, balancing priorities while keeping customer service at the heart of everything you do.

Key Responsibilities:

• Managing high levels of incoming calls via Teams and emails via Office 365, ensuring prompt responses in line with contractual agreements, and coordinate client requests with relevant onsite teams. Effectively comply emails in a corporate environment and problem solve requests with efficiency.
• Planning and coordinating internal events, collaborating with external hospitality vendors. Meet with clients, gathering details to then populate on spreadsheets for overview.
• Accurately log client requests on CAFM system called QFM, ensuring they are assigned to the correct SLA and assign to correct team for a timely resolution.
• Work closely with engineers, facilities assistants, audio-visual teams, cleaning staff, FOH team and contractors to schedule work, monitor progress, and update QFM records accordingly.
• Ordering necessary materials and equipment to support day-to-day operations.
• Prepare and submit accurate quotations on behalf of the FM team, ensuring they meet the required SLA timeframe
• Create and finalise client and internal reports in QFM, ensuring all data is accurate and complete.
• Assist in reviewing contractor documentation (insurance, training certifications, risk assessments) and coordinate site attendance with site leads.
  
• Maintain regular communication with the internal FM team and the central helpdesk team based in Darlington.
• Assist in meetings and facilitate effective communication with key stakeholders to ensure smooth collaboration.
• Ensuring that all incoming calls for the client business are handled efficiently and courteously.
• Arranging transport facilities, including local travel arrangements and taxis.
• Develop and maintain an effective client relationship.
• Meet and greet visitors in a friendly and personable way.
• Helpdesk call and mail box management- Answering callers and email requests or enquiries accordingly and in line with contractual arrangements.
• Logging client requests on QFM, ensuring they are accurately logged and assigned to the correct SLA, delivery team or contractor.
• Management of purchase ordering on SAGE. Raising Purchase order & completing accurate goods receipting of invoices as required.
• Monthly reporting on statutory and mandatory compliance of PPMs
• Be prepared to participate in an on call rota in conjunction with the central helpdesk.
• Previous office experience in a similar role
• Strong communication skills, able to manage customer expectations
• Excellent organisational skills with the ability to prioritise effectively
• Confident IT user (Microsoft Office, email, CAFM systems, or similar)
• A positive team player with a flexible, can-do approach
• Reliable, self-motivated, and committed to delivering work to a high standard

What We Offer

• 33 days annual leave (including Bank Holidays)
• Employee Assistance Programme
• Recognition and Reward scheme
• Cycle to Work scheme
• “Recommend a Friend” scheme
• Company events
• Aviva Digital GP service
• Training and development opportunities
• Subsidised gym membership
• Access to healthy snacks and drinks

Ready to join us?

If you’re passionate about supporting people, solving problems, and working as part of a collaborative team, we’d love to hear from you.