Facilities Coordinator

Cushman & Wakefield; Shrewsbury; On-site; GBP 25,000 - 35,000; Full time

Job summary

An established industry player is seeking a Facilities Operations Coordinator to enhance their facilities management. This role is vital for ensuring smooth operations during meetings and events, both on-site and at external venues. Your organisational prowess and customer service skills will shine as you coordinate room setups, manage AV equipment, and liaise with various teams. Flexibility in working hours is essential, as you will support a range of events. This position offers a unique opportunity to contribute to a dynamic environment while building relationships with external venues. If you thrive in a fast-paced setting and enjoy event coordination, this role is perfect for you.

Qualifications

• Strong organisational and administrative skills are essential.
• Experience in event coordination and customer service is preferred.

Responsibilities

• Perform daily checks of meeting rooms and ensure AV equipment is functioning.
• Assist with event setups and manage refreshments for meetings.
• Provide reception cover and handle general administrative tasks.

Skills

Organisational Skills

Administrative Skills

Communication Skills

Customer Service Skills

Event Coordination

Education

High School Diploma

Bachelor's Degree (preferred)

Tools

ServiceNow

Concur

Coupa

Job description

The Facilities Operations Coordinator will support IHQ’s facilities operations, focusing on assisting with large meetings and events both on-site and at local external venues. This role requires strong organisational, administrative, communication, and customer service skills, alongside a good understanding of event coordination.

Key Responsibilities:

Events and Meetings:

• Perform daily checks of all meeting rooms to ensure AV equipment is functioning and resolve any issues.
• Set up meeting rooms, including arranging room layouts and coordinating with the housekeeping team.
• Ensure meeting rooms are organised and presentable, including replenishing whiteboard supplies.
• Monitor meeting room calendars and proactively contact hosts to ensure all requirements are met.
• Assist with event setups, including collecting and setting up catering as needed.
• Support internal and external events, ensuring room setups and refreshments are managed, and demonstrate flexibility with work hours when needed (e.g., early starts or late finishes).
• Build and maintain relationships with local external venues for event coordination.
• Liaise with Housekeeping and Security for out-of-hours events.

Reception:

• Provide reception cover as required to ensure smooth site operations.

General Administration:

• Raise purchase requisitions and verify invoices.
• Assist with general tasks such as managing post, stationery supplies, and ad-hoc duties from the operations management team.
• Respond to staff queries, logging tasks in ServiceNow.
• Utilise internal systems like ServiceNow (Helpdesk), Concur (Expenses), Coupa (Requisitions & Invoicing), and others for various administrative tasks.