Facilities Coordinator

Newmark; Nottingham; On-site; GBP 24,000 - 32,000; Full time

Job summary

Newmark is seeking a Facilities Coordinator in Nottingham to support daily office operations and act as a point of contact for staff, visitors, and vendors. The role involves assisting the Facilities Manager and ensuring the workplace is welcoming, compliant, and efficient.

You will help implement FM processes, liaise with contractors, log activities in the CMMS, and support environmental and statutory reporting. Occasional back-up support to reception may be required.

Qualifications

• Flexible and energized.
• 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 data collection for dashboards and reporting (environmental and statutory).
• Assist with contract scope review and manage risk-related documentation (RAMS, certificates).
• Welcome and register visitors, manage access, and coordinate with internal departments.

Skills

Flexible

On-site presence

Communication skills

IT literacy

OSH training

Tools

MS Office

Job description

Facilities Coordinator in daily operations of offices. Serve as a point of contact for employees, visitors, vendors, assisting the 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 FM 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 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 employees as applicable.
• Maintain data base of occupancy, 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, 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 (e.g., IMSS/SUA documentation), 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).

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 energized
• 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