Facilities Coordinator

Hop Talent; Greater London; On-site; GBP 25,000 - 35,000; Full time

Job summary

Hop Talent is seeking an Operations Assistant in Greater London to support the Head of Operations across multiple managed office locations. The role involves ensuring operational efficiency, handling tenant communications, and coordinating maintenance. Candidates should possess strong organisational and multitasking skills, previous experience in operations or property management, and proficiency in Microsoft Office, among other qualifications. Join us to help maintain high service standards for our occupiers and stakeholders.

Qualifications

• Previous experience in operations, facilities, property management, or similar.
• Strong organisational and multitasking skills.
• Ability to manage and prioritise multiple issues across different locations.
• Excellent communication skills (written and verbal).
• Problem-solving mindset with attention to detail.
• Proficiency in Microsoft Office (Excel, Outlook, Word).
• Experience in managed offices, coworking, or commercial property.
• Familiarity with facilities management systems or CAFM tools.
• Understanding of health & safety and compliance requirements.

Responsibilities

• Assist in overseeing multiple managed office locations.
• Monitor day-to-day operations and flag issues requiring escalation.
• Support implementation of operational policies and procedures.
• Coordinate new site launches, refurbishments, and fit-outs.
• Act as a first point of contact for operational issues.
• Log, track, and follow up on maintenance and tenant-related issues.
• Coordinate with contractors and site teams to resolve problems.
• Ensure timely communication and updates to stakeholders.
• Liaise with facilities management providers and contractors.
• Schedule planned maintenance and reactive works.
• Assure compliance checks (health & safety, statutory requirements).
• Support occupier experience by responding to queries and requests.
• Help manage tenant communications and notices.
• Maintain accurate records of issues and site activity.
• Prepare reports for the Head of Operations.
• Assist with budget tracking and invoice processing.

Skills

Organisational skills

Multitasking

Communication skills

Problem-solving

Microsoft Office proficiency

Experience in managed offices

Familiarity with CAFM tools

Understanding of health & safety

Job description

The Operations Assistant will support the Head of Operations in the day-to-day management of a portfolio of managed office spaces. This role focuses on ensuring operational efficiency, resolving issues as they arise across sites, and maintaining a high standard of service delivery for occupiers and stakeholders.

You’ll be the “eyes and ears” across the portfolio—helping identify problems early, coordinate solutions, and keep everything running smoothly.

Operational Support

• Assist the Head of Operations in overseeing multiple managed office locations
• Monitor day-to-day operations and flag issues requiring escalation
• Support implementation of operational policies and procedures
• Help coordinate new site launches, refurbishments, and fit-outs
• Act as a first point of contact for operational issues across the portfolio
• Log, track, and follow up on maintenance, service, and tenant-related issues
• Coordinate with contractors, suppliers, and site teams to resolve problems efficiently
• Ensure timely communication and updates to relevant stakeholders

Facilities & Maintenance Coordination

• Liaise with facilities management providers and contractors
• Schedule planned maintenance and reactive works
• Track service performance and ensure SLAs are met
• Assist with compliance checks (health & safety, statutory requirements)

Tenant & Client Support

• Support occupier experience by responding to queries and requests
• Help manage tenant communications and notices
• Assist with onboarding new tenants and offboarding processes

Administrative & Reporting Duties

• Maintain accurate records of issues, works, and site activity
• Prepare reports for the Head of Operations (e.g., issue logs, performance metrics)
• Assist with budgeting tracking and invoice processing where required
• Support data collection for operational performance analysis

Skills & Experience

• Previous experience in operations, facilities, property management, or similar
• Strong organisational and multitasking skills
• Ability to manage and prioritise multiple issues across different locations
• Excellent communication skills (written and verbal)
• Problem-solving mindset with attention to detail
• Proficiency in Microsoft Office (Excel, Outlook, Word)
• Experience in managed offices, coworking, or commercial property
• Familiarity with facilities management systems or CAFM tools
• Understanding of health & safety and compliance requirements