Facilities Coordinator

Sweco; Ledston; Hybrid; GBP 26,000 - 38,000; Full time

Benefits offered by this job

Flexible working policy

Pension contribution

Life Assurance

Private Medical Insurance

Discretionary bonus

Job summary

Sweco is seeking a proactive Facilities Co-ordinator to support safe, welcoming, well-managed workplaces across the UK and Ireland. This 12-month fixed-term role is based in our city-centre Leeds office with a minimum of three days per week in the office.

You will help streamline facilities processes, implement digital systems, and support health and safety, compliance and vendor management. Strong admin and IT skills are essential.

Qualifications

• Experience in facilities management, workplace services, or property administration.
• Strong administrative and organisational skills with high attention to detail.
• Confident IT and digital skills to maintain accurate systems and records.
• Excellent communication and stakeholder management.

Responsibilities

• Coordinate facilities services across Sweco's UK and Ireland offices.
• Streamline facilities management processes and information flows.
• Develop digital systems, trackers and workflows for reporting and compliance.
• Record, monitor, progress and escalate facilities issues.
• Maintain auditable records for buildings, maintenance, inspections, utilities, contracts and safety.
• Monitor statutory inspections, certifications and planned maintenance; highlight overdue items.

Skills

Facilities management

Administrative

IT skills

Communication

Independent working

Analysis

Continuous improvement

Job description

Job Description

Let's transform society together

We are Sweco.

We are Europe's leading design, engineering, environment and regulatory consultancy.

We are future planners, city shapers, urban innovators, digital transformers, net zero chasers, community connectors, social enterprisers and lifestyle improvers.

We are #DifferenceMakers.

At Sweco, we create sustainable places where people can thrive. We are looking for a proactive and highly organised Facilities Co-ordinator to help us deliver safe, welcoming and well-managed workplaces across our UK and Ireland office network.

This is a 12-month fixed-term role with a focus on improving and streamlining facilities processes, strengthening information management and introducing smart systems to improve issue reporting, action tracking, compliance monitoring and service efficiency.

Working closely with the Facilities Manager, you will co-ordinate day-to-day facilities activities, maintain accurate records, monitor compliance requirements and support suppliers and stakeholders. Throughout the contract, you will help review and embed more effective ways of working, leaving clear, consistent and sustainable systems in place to support an effective facilities management service. The role is based in our city-centre Leeds office and offers flexible working, with a minimum of three days per week in the office.

What you'll be doing:

• Supporting the Facilities Manager with the co-ordination and administration of facilities services across Sweco's UK and Ireland offices.
• Reviewing and streamlining facilities management processes, systems and information flows to improve efficiency, consistency and service delivery.
• Developing and implementing digital systems, trackers and workflows for issue reporting, action management, compliance, document control, maintenance scheduling and reporting.
• Recording, monitoring, progressing and escalating facilities issues and actions.
• Maintaining accurate, accessible and auditable records covering buildings, maintenance, inspections, utilities, contracts, health and safety and compliance.
• Monitoring statutory inspections, testing, certification and planned maintenance, highlighting overdue items, risks, renewal dates and information gaps.
• Supporting health and safety, fire safety, environmental, ISO, CDM, Building Safety Act and other relevant compliance activities.
• Managing FM supplier and contractor administration, including documentation, approvals, insurance, performance and outstanding actions.
• Providing timely and accurate information on service performance, expenditure, compliance, open actions, recurring issues and improvement opportunities.
• Working with the Facilities Manager to embed improved procedures and digital solutions that support reliable information, effective compliance management and efficient service delivery.

What we’re looking for:

You will have:

• Experience in facilities management, workplace services, property administration or a similar co-ordination role.
• Strong administrative and organisational skills, with excellent attention to detail.
• Confident IT and digital skills, with the ability to maintain accurate systems and records.
• Excellent communication, interpersonal and relationship-management skills.
• The ability to work independently, take ownership of defined activities and elevate concerns appropriately.
• Good analytical, problem-solving and process-improvement skills.
• An interest in health, safety, compliance and continuous improvement.

Knowledge of areas such as fire safety, environmental management, ISO standards, CDM or the Building Safety Act would be beneficial, but is

not essential.

Why join us?

At Sweco, you'll play an important role in supporting the environments where our people work, collaborate and deliver for clients. We offer a

supportive and inclusive culture, opportunities for professional development, and the chance to work with colleagues across a wide range of

disciplines and locations. If you're looking for a role that combines coordination, problem-solving, stakeholder engagement and continuous

improvement, we'd love to hear from you.

Employee Benefits

• Flexible and hybrid working (Flexworks Policy)
• Competitive pension contribution
• Life Assurance
• Private Medical Insurance
• Discretionary Annual Bonus Scheme
• Payment of two relevant professional subscriptions
• 25 days holiday plus bank holidays (with the option to purchase up to 5 additional days per year)
• Cycle2Work Scheme
• Employee Assistance Programme (wellbeing, mental health, financial and work advice)
• Employee discounts via Sweco Benefit Select (Faircare)
• Salary Sacrifice Electric Vehicle Scheme
• We plant a tree for all new starters!