Facilities Coordinator

Newmark; Greater London; On-site; GBP 35,000 - 45,000; Full time

Benefits offered by this job

Discretionary bonus

Supportive and customer-focused environment

Team-building activities

Safety culture

Job summary

A leading facilities management company in London seeks a Facilities Coordinator to ensure efficient office operations. Responsibilities include managing visitor access, supporting health and safety initiatives, and coordinating with various departments. Ideal candidates should possess good communication skills, be IT literate, and have a proactive attitude. This position offers a supportive environment with opportunities for team-building activities.

Qualifications

• On-site presence during working hours is required.
• Prior Occupational Health & Safety Training is a plus.

Responsibilities

• Welcome and register visitors, manage access credentials.
• Act as Health & Safety Coordinator supporting EHS activities.
• Own and manage internal communications channels for updates.

Skills

Good communications skills

IT literate (MS Suite, Google Suite, macOS)

Flexible and energized

Job description

Overview

We are seeking a highly organized and service-focused Facilities Coordinator to support the efficient operation of our London office.

Responsibilities

• Front-of-House & Office Operations: Welcome and register visitors, manage access credentials, and ensure visitors are informed of security protocols.
• Handle incoming calls, direct queries, and maintain records of daily office visits and access logs.
• Manage the reception area, coordinate mail/courier deliveries, and ensure collection schedules align with internal policies.
• Serve as the primary point of contact for all office-related needs and coordinate with internal departments (e.g., HR, IT, Security).
• Provide administrative support to the Asst. Facility Manager and supervisor levels of facilities operations.
• Support the implementation and maintenance of Facilities Management processes, aligned with global standards.
• Liaise with vendors and contractors for routine maintenance, repairs, and services.
• Log and track all operational and maintenance activities via FMIS or equivalent systems.
• Support the Global FM team with data collection for dashboards and reporting.
• May assist other facility members in the implementation and organization of internal and building-to-building moves, coordinate with movers, vendors and other internal/external staff as required, and may work as a backup liaison to other in-house support groups.
• Retrieve Certificates of Insurances from vendors and maintain an active database.
• Assist with the initiation of purchase orders as requested by management or other involved parties.
• Code and process vendor invoices and perform month-end reconciliation in the accounting system.

Health, Safety & Compliance

• Act as Health & Safety Coordinator (following training), supporting EHS activities, communications, and policy enforcement.
• Conduct or participate in periodic safety inspections and risk assessments.
• Identify safety issues, notify supervisors, and follow up on corrective actions.
• Maintain documentation related to visitor safety, vendor compliance (e.g., IMSS/SUA documentation), and incident reporting.
• Coordinate with the Occupational Health and Safety Committee and participate in investigations and preventative actions.

Additional Responsibilities

• Own and manage internal communications channels (e.g., Slack) for facilities updates and alerts.
• Continuously identify opportunities to enhance workplace safety, comfort, and operational efficiency.
• Assist Management in the annual operating budget preparation and development.
• Work with Facility Management to ensure completion of all special project work as assigned.

Qualifications

• Flexible and energized
• On-site presence during working hours
• Good communications skills both oral and written
• IT literate (MS Suite including Teams, Google Suite and macOS)
• Prior Occupational Health & Safety Training is a plus

Job details

• Seniority level: Mid-Senior level
• Employment type: Full-time
• Job function: Administrative, Customer Service, and General Business

Benefits

• Discretionary bonus
• Supportive and customer-focused environment
• Team-building activities
• Safety culture