Facilities Coordinator

14Forty; Birmingham; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading company is seeking a Facilities Coordinator to oversee maintenance coordination and administration. The role involves managing maintenance queries, scheduling, and ensuring compliance with health and safety documentation. Candidates should have at least one year of relevant experience and strong communication skills, with a focus on customer service excellence.

Qualifications

• Minimum 1 year of experience in Hard/Technical Services or Facilities Helpdesk.
• Excellent written and spoken English.
• Confident, engaging, and clear communicator.

Responsibilities

• Facilitate maintenance queries from ticket receipt to job completion.
• Manage PPM tasks and scheduling, including site bookings.
• Act as a liaison between Technical Services and contractors.

Skills

Communication

Attention to detail

Customer service

IT literacy

Tools

MS Office

FM software

Job description

Overall Purpose

As a Facilities Coordinator, you will be responsible for the coordination and administration of planned and reactive maintenance to electrical, mechanical, and fabric services. You will also create retrospective reactive tasks for additional works required by the facilities team. Reporting to the Facilities Helpdesk Team Leader, you will work directly with our Operations teams to ensure our maintenance helpdesk runs smoothly and efficiently, maintaining data accuracy and compliance records across our core services. You’ll play a key role in delivering prompt and reliable support, working to high standards with a desire to exceed client expectations. A team player is essential.

Shift patterns will include: Variable shifts.

Specific Duties

• Facilitate the end-to-end process of all maintenance queries, from ticket receipt to job completion and closure on the company’s CAFM platform, in line with service level agreements.
• Manage PPM (Planned Preventative Maintenance) tasks and scheduling, including site bookings, completion, and H&S documentation.
• Maintain administration systems for recording maintenance operations, asset management, additional works, and statutory/non-statutory tasks.
• Identify and assign appropriate contractors and vendors from our maintenance supplier list, monitoring their performance and quality of service.
• Update maintenance workflows to accurately reflect progress and completion.
• Process invoices efficiently in accordance with workflows.
• Act as a liaison between the Technical Services team, wider operational team, and contractors.
• Build strong relationships with engineers and external maintenance contractors.
• Drive customer service excellence through effective communication, ensuring positive experiences for clients and customers.
• Update health, safety, and compliance documentation following works.
• Contribute to company projects and suggest improvements to workflows.

The Successful Candidate

• Minimum 1 year of experience in a similar environment—Hard/Technical Services or Facilities Helpdesk.
• IT literate (MS Office); experience with other FM software is desirable.
• Excellent written and spoken English.
• Attentive to detail.
• Positive, can-do attitude; a team player and reliable.
• Confident, engaging, and clear communicator.
• Ability to work autonomously, take initiative, and manage conflicting priorities.
• Committed to quality and safety.
• Friendly, approachable, and able to communicate at all levels.
• Discreet, confidential, trustworthy, polite, and professional.
• Willing to learn and develop.

Additional Information

The successful candidate must have permission to work in the UK by the start of employment.

All candidates offered employment will need to complete background checks, including eligibility to work, employment references, DBS checks, and possibly other role-specific checks.

Job Reference: com/1305/76283001/52738619/WJ #14Forty

At Compass Group UK&I, we are committed to fostering an inclusive environment where everyone can be themselves and has equal opportunities for career growth. We celebrate diverse talents, backgrounds, and abilities, aiming for all colleagues to feel valued, empowered, and able to thrive—because diversity is our strength!