College Facilities Co-ordinator

Orchard Hill College Academy Trust; Greater London; On-site; GBP 28,000 - 38,000; Full time

Job summary

Orchard Hill College Academy Trust in London is seeking a College Facilities Co-ordinator to support head office administration, compliance coordination and data management for the Estates & Facilities team. You will build relationships with facilities staff and help ensure sites operate efficiently and compliantly.

Your role includes line-managing the Facilities Administrative Assistant, managing the fleet and records, and supporting procurement, audits and the compliant helpdesk system.

Qualifications

• Experience of Facilities, Compliance and data management.
• Knowledge of H&S regulations and COSHH and Risk Assessments.
• Knowledge of MS Office systems at an intermediate level.
• Good oral and written communication skills.

Responsibilities

• Provide administrative and operational support to Estates & Facilities.
• Line-manage and support Facilities Administrative Assistant with planning and performance.
• Manage the College fleet including servicing, MOTs, insurance, tax and safety checks.
• Maintain fleet records, incident reports and driver logs; coordinate training.
• Support Facilities Business Partners with scheduling and service delivery monitoring.
• Maintain electronic and paper records; ensure documentation is organised and accessible.
• Support the iAM Compliant Facilities Helpdesk and compliance system.
• Upload service reports, record meter readings, schedule maintenance and audits.
• Monitor compliance across sites and support to maintain statutory requirements.
• Manage facilities resources, raise purchase orders and support procurement.
• Maintain contract registers, monitor contractor KPIs and complete PPMs on time.
• Maintain MIDAS certificates, key holders, access controls, alarms and critical site info.
• Coordinate meetings, take minutes and support wider Estates & Facilities team.

Skills

Facilities management

Data management

Administrative support

MS Office

Communication skills

GCSE maths & English

Education

GCSE Maths & English grade C/4

Tools

MS Office

Job description

We are seeking a College Facilities Co-ordinator to assistat head office with administration, compliance co-ordination, data managementand analysis for OHC&AT. Reporting tothe College Facilities Co-ordinator, you will build strongrelationships with facilities teams, assisting to ensuresites operate efficiently and compliantly.

Key Responsibilities:

Your responsibilities willinclude:

• Providingcomprehensive administrative and operational support to the Estates &Facilities Team.
• Linemanaging and supporting the Facilities Administrative Assistant, includingworkload planning, supervision, and performance management.
• Managingthe College fleet, ensuring vehicles remain legally compliant withservicing, MOTs, insurance, tax, safety inspections, Permit 19requirements, driver licence checks, and Blue Badge applications.
• Maintainingaccurate fleet records, processing incident reports, monitoring driverlogs, coordinating training, and managing vehicle hire arrangements.
• SupportingFacilities Business Partners with work scheduling, staffing coordination,and service delivery monitoring.
• Managingelectronic and paper-based records, ensuring documentation is organised,accurate, and readily accessible.
• Supportingthe administration and continuous improvement of the iAM CompliantFacilities Helpdesk and Compliance System.
• Uploadingservice reports, recording meter readings, scheduling planned and reactivemaintenance, and auditing helpdesk tasks.
• Monitoringcompliance across College sites and supporting actions required tomaintain statutory compliance.
• Managingfacilities resources, raising purchase orders, and supporting procurementprocesses.
• Maintainingcontract registers, monitoring contractor performance and KPIs, andensuring Planned Preventative Maintenance (PPM) activities are completedon time.
• Maintainingrecords for MIDAS certificates, key holders, access controls, alarms, andcritical site information.
• Coordinatingmeetings, taking minutes, maintaining financial records, and supportingthe wider Estates & Facilities Team with day-to-day administration.

• College and Academy sites, escalating anymissing or overdue items to the Facilities Coordinator.
• Collate, verify, and store all compliancedocumentation (e.g., certificates, reports, service sheets), assist withmaintaining accurate records and databases, analyse compliance data to identifytrends or gaps, and support audit, inspection, and reporting preparation.

Key Requirements:

• Maths and English GCSE Grade C/4 orequivalent.
• Experience of Facilities, Compliance, anddata management.
• Knowledge of H&S regulations andlegislation including COSHH and Risk Assessments.
• Knowledge of MS Office systems,intermediate level.
• Good oral and written communicationskills.