Facilities Coordinator

SANS Institute; Swansea; On-site; GBP 25,000 - 38,000; Full time

Job summary

SANS Institute in Swansea is seeking a Facilities Coordinator to ensure the smooth operation of the office facilities, services and environment in line with SANS standards. The role involves managing reception, room bookings, vendor relationships, and daily administrative tasks to keep the Swansea office efficient and welcoming.

The position requires 3+ years in facilities/office management, strong IT skills (Outlook, Zoom/Teams, MS Office) and a proactive, detail‑oriented mindset.

Qualifications

• Minimum 3 years in facilities or office management.
• Educated to at least A-Levels or equivalent.
• Strong IT skills with Outlook, Zoom/Teams and MS Office.
• Knowledge of health and safety in facilities environments.
• Reliable, proactive team player with attention to detail.

Responsibilities

• Oversee the Swansea office facilities to ensure standards are met.
• Liaise with sub-contractors for cleaning, waste, PAT testing, security, and other services.
• Open and close the Swansea office daily.
• Maintain office environment and aesthetics to a high standard.
• Ensure staff comply with SANS procedures and health & safety.
• Perform daily building checks for lighting, heating, security.
• Manage reception: greet visitors and sign them in.
• Coordinate room bookings and meeting setup.
• Support HR with admin and employee engagement tasks.
• Manage petty cash and organise office social events.

Skills

Facilities management

Office coordination

Vendor liaison

Health & Safety

Event planning

Education

A-Level or equivalent

Tools

Outlook

Zoom/Teams

MS Office (Excel)

Job description

Facilities Coordinator

Department: HR

Employment Type: Full Time

Location: Swansea, UK

Description

Responsible for the smooth running of the SANS Swansea Office, the Facilities Co-Ordinator will ensure that the office facilities, services, and environment is operating following the SANS standards and procedures as well as other administrative tasks as and when required.

Key Responsibilities

Office Duties/ Buildings

• Ensure that the SANS office facilities, services, and environment is operating following SANS standards and procedures.
• Liaise with approved sub-contractors such as: cleaning operations/standards, waste management, PAT testing, fire alarm system maintenance checks, security, coffee machines etc.
• Opening and closing of the Swansea Office daily.
• Ensuring the physical aspects and aesthetics of the office are managed and maintained to a high standard.
• Following procedures and standards which will ensure that the office environment is a safe and a desirable place to work as reflecting the SANS brand and service.
• Responsible for daily checks of the building to monitor maintenance standards, lighting and heating use, checking that windows and doors are working and secured. Report and act upon any issues with the appropriate staff/Management Company.
• Ensure those using the office comply with SANS processes, procedures, and protocols.

Reception Management

• Ensuring visitors are greeted upon arrival and are signed in and out, using the Visitors Book.
• Ensuring the Reception area is kept presentable at all times.

Room Booking

• Manage conference room bookings online.
• Setting-up meeting rooms with the appropriate equipment/refreshments etc.
• Ensuring meeting rooms are regularly checked and kept tidy.
• Ensuring all meeting rooms are emptied and left clean and tidy ready for the next day.
• Ensuring meeting rooms are always stocked with relevant equipment, stationery, refreshments etc.

Hospitality

• Booking and arranging team lunches where appropriate.
• Assisting with stock replenishment, for example: sundries, (milk, fruit, coffee, tea, water) stationery and cleaning supplies.

Stationery / Equipment

• Ensuring printers are maintained and fully stocked with paper.
• Managing the stationery ordering process, maintaining stock levels.
• Ordering equipment (laptops/phones/monitors/keyboards).
• Ensuring everyone has the correct equipment to safely work.

New Starter /Leavers Protocol

• Carry out office tours for new starters, ensuring they are issued with a key fob, are trained on using the printers and are aware of office health & safety protocols to ensure compliance with health and safety legislation.
• Managing the equipment ordering process for new starters.
• Assisting HR with offboarding team members, ensuring keys and any other SANS property is retrieved in a timely manner.

HR

• Carry out additional HR admin and employee engagement related responsibilities.

General

• Manage petty cash, carrying out a weekly and monthly reconciliation.
• Helping to assist and organise office social events.
• Open and distribute all incoming post daily.
• Collect outgoing post, ensuring the correct postage is applied. Drop post to post box daily.
• Ensure rubbish bins are emptied and rubbish taken to the appropriate drop off point.
• Ensure compliance with the Welsh Government Waste Management regulations regarding recycling.
• Ensure car park is properly maintained, with only SANS employees and SANS' visitors parking in the allocated SANS spaces.
• Any other admin duties requested by the EMEA HR Director.

Skills, Knowledge and Expertise

• A minimum 3 years of previous experience in working within Facilities/ Office Management.
• Educated to a good standard (Minimum A-Level or equivalent).
• PC literate with good Outlook, Zoom/Teams and MS Office skills (Particularly MS Excel).
• Understanding of basic office IT services/operations and FM Health & Safety.
• Able to takes responsibility for delivering work to a high standard
• Positive, can-do attitude.
• Excellent interpersonal skills.
• Organised.
• Ability to manage time and prioritise tasks.
• Ability to perform multiple activities simultaneously.
• Excellent attention to detail.
• Ability to work under pressure to deadlines.
• Ability to use own initiative and work independently.
• A pro-active forward thinking team player.
• Effective communicator both written & oral to both internal and external customers.
• Not afraid to challenge the status quo.
• Practical, with a pragmatic approach to problem-solving.
• Able to follow SANS procedures & standards ensuring the office is a safe and desirable place to work.
• Able to adapt and handle change.
• Able to influence and challenge staff at all levels ensuring SANS standards & procedures are followed at all times.
• Able to work in high pressure situations and deadline driven.