Facilities Coordinator

Bright Horizons; United Kingdom; Remote; GBP 30,000 - 40,000; Full time

Job summary

Bright Horizons seeks a Facilities Manager for a remote role with travel for meetings and nursery visits. This position requires delivering a customer-focused facilities service, managing contractor relationships, and ensuring compliance with legislative records. Suitable candidates will have strong communication, analytical skills, and experience in facility or project management.

Qualifications

• Strong knowledge of Facilities and Property Management principles.
• Exceptional communication skills for internal and external stakeholders.
• Desire to continue training in Facilities/Contract/Project Management.

Responsibilities

• Deliver customer-focused facilities service and maintain communication with stakeholders.
• Support management of contractor relationships and compliance records.
• Administer contract variations and analyse service charge data.

Skills

Communication

Analytical skills

Relationship management

Facilities management

Project management

Education

Level 3 in Facilities Management

Level 3 in Project Management

Tools

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Job description

Social network you want to login/join with:

Permanent / Full Time / Remote – with travel for meetings and nursery visits

Head Office – Based in Northampton

Salary From: £30k

This role is a remote based role supporting our facilities and property areas of the business. Some travel is required.

Key Tasks and Responsibilities:

Deliver a customer-focused facilities service, maintaining clear and consistent communication with both internal and external stakeholders to foster strong, collaborative relationships.

Collaborate with Property Asset Managers via the CRM system to ensure accurate administration of lease data, business rates, Insurances, service charges, and other property-related information.

Support the management of contractor and landlord relationships, including contract administration and performance monitoring for both national and regional service providers.

Lead the management, and support of the internal CAFM system, ensuring correct usage by contractors and internal teams through effective communication, training, and guidance materials.

Conduct monthly reporting and data analysis using the internal CAFM and CRM systems and contractor/landlord-provided data to inform decision-making and track performance.

Build and maintain strong working relationships with colleagues, contractors, and business partners. Foster effective communication and collaboration to ensure work is prioritised and executed efficiently, with prompt resolution of issues to meet customer satisfaction.

Support the Facilities Leadership Team in maintaining accurate and up-to-date legislative compliance records across nursery sites. Ensure documentation is stored on the CAFM portal and generate monthly compliance reports for the Keeping Everyone Safe Management Board. Escalate any non-compliance or missing data to the appropriate Facilities Manager or contractor account manager.

Oversee and audit the internal CAFM system for the assigned division, ensuring timely completion of all scheduled works

Collaborate with senior management to design and document effective Repairs & Maintenance and Soft Services procedures.

Administer the Contract Variation Procedure in coordination with contractors and the internal finance team. Ensure accurate financial provisioning and reconciliation in line with monthly, quarterly, and annual reporting requirements.

Analyse data from the contractor portal and internal CAFM system to produce monthly reports on service level agreements, call volumes, and key performance indicators (KPIs).

Manage surplus and vacant properties, ensuring compliance with insurance requirements, utility transfers, and implementation of appropriate security measures such as temporary guardianship.

Attend monthly contractor meetings, prepare minutes, and develop action plans for both internal and contractor stakeholders.

Serve as the primary contact for all nursery-related feedback/queries regarding all Facilities and Property enquiries. Coordinate surveys, monitor customer satisfaction, and compile reports for management review.

Evaluate service charge and insurance invoices for accuracy, including assessment of run rates and review of budgets and policies from landlords or managing agents.

Reconcile open purchase orders in the P2P system to confirm job completion and finalise accounts.

Take ownership of the shared departmental inbox for the assigned division, ensuring timely and appropriate responses.

Maintain and update all Facilities & Property processes and user guides on the BrightWeb platform.

Strong knowledge and experience of the principles of Facilities and Property Management, both hard and soft services would be desirable.

Exceptional written and oral communication skills both internally and externally to the business. Capable of generating monthly performance reports and presenting to all levels throughout the organisation.

Strong analytical skills, capable of creating/analysing complex spreadsheets and producing executive data summaries for review and publication internally and externally

Excellent working knowledge of Microsoft Office, chiefly Excel, Outlook, and PowerPoint

Knowledge/Experience of complex Service Level Agreements (SLA’s) for multisite facilities would be desirable

Desired Experience

Educated level 3 in either Facilities Management or Project Management

Willingness to undertake further training/qualification in Facilities Management/ Contract Management/Project management

We look forward to receiving your application!