Facilities Coordinator

Invictus Group; Farnborough; On-site; GBP 21,000 - 26,000; Full time

Job summary

Invictus Group is seeking a proactive facilities assistant to manage switchboard communications, deliveries, mail, and building services. The role involves coordinating with the landlord, ensuring security, and supporting daily operations to keep the site efficient and safe.

Responsibilities include overseeing postal/parcel logistics, coordinating room setups, conducting walkthroughs, maintaining consumables, and enforcing health and safety standards across the building in Farnborough.

Responsibilities

• Record switchboard data for pattern analysis.
• Coordinate with Landlord post room to ensure deliveries are received and distributed promptly.
• Sort and deliver all incoming post to desks.
• Record courier and postal costs by cost centers.
• Log outgoing/incoming goods and assist with courier requests and invoice queries.
• Liaise with Landlord to maintain building service levels.
• Regularly update site contact/client and notify management of issues.
• Maintain security and safety standards; escort visitors; restrict contractor access as needed.
• Maintain breakout and kitchen areas when janitorial staff are unavailable.
• Monitor washroom and kitchen consumables and replenish as required.
• Perform daily building walkthroughs and assist with meeting room checks; document actions.
• Coordinate room and event setup requests.
• Carry out monthly workplace inspections.
• Keep signage and notice boards neat and up to date.
• Conduct weekly cleaning quality checks and report non-compliance.
• Log outgoing/incoming goods for tracking; support courier requests.
• Manage centralized stationery stores and printer paper orders.
• Maintain a safe and tidy workplace.
• Be prepared for additional defined duties.
• Follow Health & Safety and Environmental requirements per training and work instructions.
• Follow emergency prevention and operational controls.
• Report accidents, illnesses and emergencies.
• Manage and communicate the Preventive Maintenance (PPM) schedule.
• Handle access card management and distribution.
• Manage staff lockers and resolve faults.
• Be the handover point for evening cleaning teams.
• Execute and maintain function-related quality issues.

Job description

Overview

Ensure calls through switchboard are managed with a welcoming, courteous and professional manner, seeking to anticipate their needs where possible.

Responsibilities

• Record all switchboard data for the purpose of interrogation of patterns etc.
• Liaise with Landlord post room, to ensure all inward deliveries are received and distributed in a timely fashion.
• Sort & deliver all incoming (internal and external) post to individual desks.
• Record courier and postal servicing cost, split by cost centres.
• To log all outgoing goods and incoming goods for tracking purposes. To support with courier requests and invoice queries.
• Liaise with Landlord to ensure overall service to users in the building is maintained.
• Liaise with site contact/client on a regular basis, reporting any issues and concerns in a timely manner to management team.
• Maintain security and safety standards as required, ensuring that visitors are escorted and contractors do not have access to areas without the appropriate authorisation or supervision maintained.
• Maintain break out and kitchen areas (including loading and unloading of dishwashers) when janitorial team not available.
• Ensure cleaning washroom and kitchen area consumables are monitored and replenished throughout the day.
• Undertake daily building walkthroughs and support meeting room checks in accordance with local processes. Ensure all walkthroughs are documented and actions highlighted.
• Participate and proactively manage room and event set up requests.
• Carry out monthly workplace inspections.
• Ensure signage and notice boards are always kept neat and tidy.
• Undertake weekly cleaning quality checks and highlight any non-compliance to Serviced Office provider. Ensure all quality checks are documented.
• To log all outgoing goods and incoming goods for tracking purposes. To support with courier requests and invoice queries.
• To manage the centralized stationery stores, including printer paper, and to maintain the additional stationery orders & records.
• Maintain a safe and tidy workplace.
• In addition to the above-mentioned tasks, other activities and responsibilities may be individually defined.
• Follow all Health & Safety and Environmental requirements that are defined on work instructions or communicated in training.
• Follow required emergency prevention and operational controls.
• Report all accidents, occupational illnesses and emergencies.
• Managing and communicating the PPM schedule.
• Access card management and distribution.
• Managing staff lockers (access, assignment and faults).
• Be the point of contact for handovers to evening cleaning teams.
• Apply, execute and maintain function related quality issues.