Facilities Co-Ordinator

OCS; Lincoln; On-site; GBP 28,000 - 36,000; Full time

Job summary

OCS UK & Ireland is seeking a Facilities Administrator/Coordinator to support the account, ensuring EHS compliance, SLA delivery, and efficient soft services management across client sites. You will cover reception when needed and handle KPI audits, quotations, and meeting minutes.

The role requires a full driving licence, strong English, and proven organisational skills, with office IT proficiency and a willingness to travel between sites. Training in IOSH or health and safety may be provided.

Qualifications

• Full driving licence is required.
• Strong written and spoken English.
• Knowledge of supplier control, procurement, and Health & Safety.
• Line management/supervision experience.
• Organised with the ability to prioritise workloads.
• Previous front facing customer service experience.
• Sound administrative experience.
• Excellent IT skills including Office 365.

Responsibilities

• Adhere to EHS and client processes in a multi-use environment.
• Proactively manage helpdesk tasks and ensure SLA achievement.
• Oversee day-to-day soft services and cover reception when required.
• Carry out facilities administration including KPI auditing, quotes, and minutes.
• Assist FM with budgeting and extra works quotations.
• Ensure soft services & M&E log books are maintained.
• Support M&E Supervisor with CAFM/Asset database upkeep.
• Maintain stock levels of PPE and office supplies.
• Develop relationships with suppliers and subcontractors.
• Minimise client disruptions during FM works and lead communications.
• Assist Operations Manager with account administration.
• Assistance on other sites can be expected.

Skills

Front line customer service

English proficiency

IT skills (Office 365)

Procurement knowledge

Stock control

Tools

Office 365

Job description

About the Role

Days of Working: Monday to Friday - 07:30 to 16:30

Role Overview

• Adherence to all EHS and client processes in a multi-use environment
• Proactive management of helpdesk tasks and ensuring SLA achievement
• Responsible for the day to day management of all soft services
• Overseeing & covering reception duties when required
• Carry out administrative duties for facilities which include KPI Auditing, collating records of quotations and formulating minutes of meetings
• Assist the FM to ensure all finance processes are followed and records kept up to date with regards to extra works quotations and budget management
• Ensuring all soft services & M&E log book processes and procedures are achieved
• Support the M&E Supervisor with ensuring the CAFM System and Asset Management database is kept up to date and regularly review
• Maintain and control stock levels of PPE, Office Stationery/Equipment
• All aspects of administration requirements for the FM team
• Develop and maintain relationship with suppliers and subcontractors
• To ensure that clients are subjected to minimum disruptions whist FM works are carried out, leading communication distribution when required
• Act upon reasonable requests and instructions from the client, customer and peers/colleagues from all departments/service lines
• Assist the Operations Manager in administration duties for the account
• Assistance on other sites can be expected

Key Hiring Criteria

• Full driving license
• Strong command of written and spoken English
• Knowledge of key operational procedures, e.g. supplier control, procurement, Health & Safety (IOSH Managing Safely & SIA license preferred but not essential as training will be provided)
• Line management/supervision of personnel
• Well organised with the ability to prioritise workloads
• Previous experience in a front facing customer service skills
• Sound administrative experience
• Excellent IT skills including all Office 365 software
• Willingness to travel for work as and when required

About The Company

OCS UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award-winning services within facilities management, hard services, cleaning, security and catering.

Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values - Trust, Respect, Unity, and Empowerment.

Why Work for OCS?

• Award-Winning Employer: Ranked 36th on Glassdoor’s Best Companies to Work For 2025 — we value and motivate our people.
• Digital Learning: The OCS Academy offers digital courses and resources to help you build skills and grow your career.
• Retail Perks: With our Hapi app, you can gain access to exclusive discounts, rewards and wellbeing resources.
• Professional Growth: 600+ live learners across UK&I — Empowering colleagues with further development and qualifications!
• Flexible Pay: Access a portion of earned wages before payday with our Wagestream App! (Contract Specific)

We are an equal opportunities employer and rely on a diverse workforce with a broad range of knowledge, skills, and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age.