Facilities Co-Ordinator

Debenhams Ottaway LLP; St Albans; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading company in St Albans seeks a Facilities Co-ordinator to ensure the smooth running of office operations. The role involves coordinating activities related to facilities management, administration, and property oversight. Ideal candidates will possess strong organisational skills, attention to detail, and a collaborative approach. This position is vital for maintaining a clean and efficient work environment while supporting the wider team.

Qualifications

• Good IT skills, particularly with MS Office.
• Excellent organisational and time management skills.
• Able to lift and move sizeable objects.

Responsibilities

• Co-ordinate activities for smooth office operations.
• Monitor facilities inbox and respond to emails.
• Oversee maintenance projects and building inspections.

Skills

IT Skills

Communication

Organisational Skills

Attention to Detail

Teamwork

Confidentiality

Service Orientation

Tools

MS Office

Job description

Job Specification

Position: Facilities Co-ordinator

Reports to: Facilities Supervisor

Team: Practice Support Group (PSG)

Location: St Albans

Overview

To co-ordinate activities as outlined below to ensure the smooth running of the general office junction.

Key responsibilities:

Activities will be varied and will include, but, are not limited to the following:

Facilities

• Regular stock takes of stationery, catering supplies, hygiene products and other consumables.
• Cleaning of coffee machines and overseeing engineer visits.
• Maintaining of office printers.
• Monitoring of the facilities inbox, ensuring emails are responded to and dealt with in an appropriate/timely manner.
• Co-ordination of office moves and workstation set up.
• Ensuring that the building is kept looking clean and tidy, including client and communal areas, around the front and rear doors, the kitchen and washroom.
• Working closely with the receptionists, ensure any refreshments for training sessions and meetings are ordered, set out and cleared away as required.
• Ensuring that client areas and meeting rooms are kept clean, properly provisioned and have the required refreshments and documentation for example Wi-Fi passwords in place.
• Reserving parking spaces as requested.
• Transportation of items between offices and to other locations as necessary.
• Covering reception in the absence of the receptionists

Property

• Ensuring maintenance of company property register and company asset log as movement occur.
• Overseeing the running of the weekly fire alarm test.
• Co-ordinating maintenance projects as required, updating the site maintenance log as necessary.
• Undertaking building inspections in accordance with checklists, identify any concerns/issues in the building and raise to the relevant person.

Administration

• Overseeing the sorting of incoming office post and deliveries.
• Franking outgoing post and ensuring that the franking machine is maintained and loaded with sufficient funds.
• Logging all incoming cheques and delivering them to the bank with completed paying in book.
• Logging files for digital storage, arrange collections and destruction of hardcopy documents as required. Request files and deeds from Stephens when required and assist in the location of older files and deeds.
• Checking invoices.
• Other admin support as and when requested, such as photocopying, ordering business cards etc.

Skills and Attributes:

· Good IT skills particular with MS Office.

· Good written and verbal communication skills.

· Excellent organisational and time management skills.

· Attention to detail / accuracy.

· Able to lift, move and carry sizeable objects (manual handling)

· Able to pitch in and work as part of a wider team

· Confidentiality and discretion

· Driven to provide an excellent service.

· Full, clean driving licence is desirable

· A commitment to continual learning and encouraging the same in others

· A supportive and collaborative approach