Facilities Coordinator

Newmark; London Borough of Richmond upon Thames; On-site; GBP 18,000 - 24,000; Part time

Job summary

Newmark is seeking a part-time Facilities Coordinator to manage daily office operations and ensure a welcoming, compliant workplace. You will act as a point of contact for employees, visitors, and vendors, supporting the Facilities Manager and maintaining safety and efficiency across sites.

The role requires on-site presence Mon & Tues, 8am-5pm with a one-hour unpaid lunch. You will log maintenance, support dashboards, review invoices, and coordinate with landlords and contractors to uphold high

Qualifications

• Flexible and energised.
• On-site presence during working hours.
• Good communications skills both oral and written.
• IT Literate (MS Suite including Teams, Excel, Word).
• Prior Occupational Health & Safety Training is a plus.

Responsibilities

• 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 CMMS system.
• Support the Local AFM with data collection for dashboards and reporting, such as environmental and statutory.
• Assist with contract scope review and manage certificate of insurance data.
• Liaison with landlord staff & vendors regarding vendor access, permits RAM’s etc.
• Perform inspections of properties routinely to ensure workplace is in compliance, maintenance is being performed, level of cleaning is at highest standards.
• Track and manage KPI & SLA levels.
• Review and assist with invoice review, coding to appropriate budget category & invoice input into accounting system.
• Assist Project Team with projects/vendors as applicable.
• Maintain data base of occupancy, archibus, ensuring floor plans and seating are current.
• Assist in development of monthly financial and operating reporting.
• Track and upload environmental & utility data into client’s environmental system.
• Attend tenant meetings and liaison with landlord’s property team.
• Act as support for Health & Safety activities (following training), supporting EH&S activities, communications, Risk Assessments, and policy enforcement.
• Conduct or participate in periodic safety inspections and risk assessments.
• Upload data & inspections to compliance SharePoint site.
• Identify safety issues, notify supervisors, and follow up on corrective actions.
• Maintain documentation related to visitor safety, vendor compliance and incident reporting
• Ensure contactors are submitting proper RAMS and documentation.
• Coordinate with the Occupational Health and Safety Committee and participate in investigations and preventative actions.
• 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).
• Act as a first point of contact with local client, vendors & landlord employees.
• Own and manage internal communications channels for facilities updates and alerts.
• Continuously identify opportunities to enhance workplace safety, comfort, and operational efficiency.
• Be available to assist with operational/emergency situations, which could occur after hours.

Skills

On-site presence during working hours

Good communications

IT literate

Tools

MS Teams

Excel

Word

Job description

Part Time- Mon & Tues – in office; (8am-5pm) 1 hour lunch unpaid

JOB DESCRIPTION:

Facillites Coordinator to manage daily operations of offices Serve as a point of contact for employees, visitors, vendors, assisting the Assistant Facilities Manager, ensuring that the workplace is welcoming, compliant, and functioning at the highest standard.

ESSENTIAL DUTIES:

• 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 CMMS system.
• Support the Local AFM with data collection for dashboards and reporting, such as environmental and statutory.
• Assist with contract scope review and manage certificate of insurance data.
• Liaison with landlord staff & vendors regarding vendor access, permits RAM’s etc.

Operational & Administrative

• Perform inspections of properties routinely to ensure workplace is in compliance, maintenance is being performed, level of cleaning is at highest standards.
• Track and manage KPI & SLA levels.
• Review and assist with invoice review, coding to appropriate budget category & invoice input into accounting system.
• Assist Project Team with projects/vendors as applicable.
• Maintain data base of occupancy, archibus, ensuring floor plans and seating are current.
• Assist in development of monthly financial and operating reporting.
• Track and upload environmental & utility data into client’s environmental system.
• Attend tenant meetings and liaison with landlord’s property team.

Health, Safety & Compliance

• Act as support for Health & Safety activities (following training), supporting EH&S activities, communications, Risk Assessments, and policy enforcement.
• Conduct or participate in periodic safety inspections and risk assessments.
• Upload data & inspections to compliance SharePoint site.
• Identify safety issues, notify supervisors, and follow up on corrective actions.
• Maintain documentation related to visitor safety, vendor compliance and incident reporting
• Ensure contactors are submitting proper RAMS and documentation.
• Coordinate with the Occupational Health and Safety Committee and participate in investigations and preventative actions.

Front-of-House & Office Operations (May be asked to assist as a back-up to Receptionist)

• 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).
• Act as a first point of contact with local client, vendors & landlord employees.

Additional Responsibilities

• Own and manage internal communications channels for facilities updates and alerts.
• Continuously identify opportunities to enhance workplace safety, comfort, and operational efficiency.
• Be available to assist with operational/emergency situations, which could occur after hours.

SKILLS, EDUCATION AND EXPERIENCE:

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

WORK SETTING:

• Supportive and customer focused environment
• Safety culture

NEWMARK

About Newmark (Nasdaq: NMRK)

Newmark Group, Inc., together with its subsidiaries (“Newmark”), is a world leader in commercial real estate services, with a comprehensive suite of investor/owner and occupier services and products. Our integrated platform seamlessly powers every phase of owning or occupying a property. Our services are tailored to every type of client, from owners to occupiers, investors to founders, growing startups to leading companies. Harnessing the power of data, technology, and industry expertise, we bring ingenuity to every exchange, and imagination to every space. Together with London-based partner Knight Frank and independently owned offices, our 18,800 professionals operate from approximately 500 offices around the world, delivering a global perspective and a nimble approach. In 2019, Newmark generated revenues in excess of $2.2 billion. To learn more, visit nmrk.com or follow @newmark