Facilities Coordinator

VWA Ltd; City of Westminster; On-site; GBP 26,000 - 34,000; Full time

Job summary

Boutique financial services firm in Mayfair is seeking a polished temporary Facilities Coordinator to ensure smooth day-to-day operations, facilities and vendor management, with occasional Reception cover.

You will oversee office operations, manage suppliers, assist with moves and onboarding, coordinate health and safety records, and keep client-facing areas presentable in a fast-paced environment.

Qualifications

• Previous facilities, office management or workplace coordination experience, ideally within professional or financial services.
• Confident managing suppliers and resolving practical issues quickly.
• Highly organised, reliable and detail-oriented.
• Professional, personable and comfortable in a client-facing environment.
• Able to prioritise independently in a busy office.
• Strong communication and administrative skills.
• Comfortable providing Reception support as needed.

Responsibilities

• Oversee daily office and facilities operations, ensuring a high standard is maintained throughout.
• Act as the main point of contact for building management, maintenance providers, cleaners, couriers and other suppliers.
• Co-ordinate repairs, maintenance visits and office improvements.
• Manage office supplies, stationery, refreshments and catering.
• Support health and safety, including maintaining relevant records and coordinating compliance checks.
• Assist with meeting room set-up and ensure client-facing areas are presentable.
• Co-ordinate access passes, keys, deliveries and post.
• Support office moves, desk set-ups and onboarding logistics.
• Provide professional Reception cover during absence, breaks or busy periods, including greeting visitors and answering calls.

Skills

Facilities management

Vendor management

Reception support

Job description

A boutique financial services firm is seeking a polished, proactive temporary Facilities Coordinator to ensure the smooth day-to-day running of its Mayfair office. This is a hands-on role with responsibility for facilities, office operations and vendor management, alongside providing Reception cover when required.

Key responsibilities:

• Oversee daily office and facilities operations, ensuring a high standard is maintained throughout.


• Act as the main point of contact for building management, maintenance providers, cleaners, couriers and other suppliers.


• Co-ordinate repairs, maintenance visits and office improvements.


• Manage office supplies, stationery, refreshments and catering.


• Support health and safety, including maintaining relevant records and coordinating compliance checks.


• Assist with meeting room set-up and ensure client-facing areas are presentable.


• Co-ordinate access passes, keys, deliveries and post.


• Support office moves, desk set-ups and onboarding logistics.


• Provide professional Reception cover during absence, breaks or busy periods, including greeting visitors and answering calls.

Candidate profile:

• Previous facilities, office management or workplace coordination experience, ideally within professional or financial services.


• Confident managing suppliers and resolving practical issues quickly.


• Highly organised, reliable and detail-oriented.


• Professional, personable and comfortable in a client-facing environment.


• Able to prioritise independently in a busy office.


• Strong communication and administrative skills.


• Comfortable providing Reception support as needed.

This is an excellent opportunity for someone who enjoys being at the centre of a high-performing office and takes pride in delivering a seamless workplace experience.