Facilities Coordinator

Framatome Ltd (UK); West of England; On-site; GBP 28,000 - 38,000; Full time

Job summary

Framatome Ltd is seeking a proactive Facilities Coordinator to join our Estates & Facilities team in the West of England. You will coordinate day-to-day facilities requests, maintain CAFM/CMMS data and ensure compliance records are up to date.

The role involves liaising with internal stakeholders and suppliers to schedule, track and complete actions efficiently. You will be the central point for facilities concerns, managing PPM planning, contractor inductions and documentation, while

Qualifications

• Excellent organisational and administrative abilities.
• Ability to manage multiple tasks, contractors and suppliers.
• Strong communication with stakeholders at all levels.
• Proficient in Microsoft Office, especially Excel.
• Experience with CAFM/CMMS or ERP systems is desirable.

Responsibilities

• Coordinate facilities requests from notification through to completion.
• Log, categorize and prioritise tasks per procedures.
• Allocate work to teams or contractors and liaise with suppliers.
• Schedule access, track progress and chase overdue work.
• Maintain CAFM/CMMS data, asset records and maintenance history.
• Produce routine reports and provide KPI data.
• Maintain compliance documentation and records.

Skills

Organisational skills

Administrative skills

Stakeholder management

Contractor coordination

MS Office / Excel

Tools

CAFM/CMMS

ERP systems

Job description

Are you an organised, proactive facilities professional who enjoys keeping people, processes and suppliers moving?

Framatome Ltd is looking for a Facilities Coordinator to join our Facilities team. This is a key coordination role at the heart of our Facilities Management operation, providing the organisation, administration, information and follow-through that keeps our workplaces safe, compliant and running effectively.

As Facilities Coordinator, you will be the central point of coordination for facilities requests, planned and reactive maintenance, contractors, compliance records, purchasing, documentation, fleet and property information. You will work closely with the Facilities Manager, internal stakeholders and our supply chain to make sure actions are scheduled, tracked, evidenced and completed.

This is a role for someone who is naturally organised, detail-focused and comfortable managing multiple priorities. You will be the person who knows what needs doing, who is doing it, when it is due, what evidence is required and what still needs chasing.

What you'll be doing?

FM Helpdesk & Reactive Maintenance

You will coordinate the day-to-day flow of facilities requests from initial notification through to completion.

• Receive and log facilities requests.
• Categorise and prioritise jobs in line with agreed procedures.
• Allocate work to the appropriate team or contractor.
• Contact and coordinate contractors and suppliers.
• Schedule attendance and arrange access.
• Maintain accurate job updates and supply-chain information.
• Monitor progress and proactively chase overdue work.
• Close completed jobs and maintain accurate records.
• Capture internal customer feedback and ensure issues are followed through.

CAFM / CMMS Administration

You will be the day-to-day administrator of the Facilities Management system, ensuring that information is accurate, current and useful.

• Create and update work orders.
• Maintain accurate asset records.
• Add new assets and update asset locations.
• Maintain maintenance history.
• Upload certificates, reports and supporting documentation.
• Monitor overdue planned preventative maintenance (PPM).
• Produce routine system reports and management information.
• Support continuous improvement of CAFM/CMMS data quality.

PPM Coordination

You will help ensure planned maintenance is scheduled and completed on time.

• Maintain the PPM schedule.
• Book engineers and contractors.
• Confirm appointments and access arrangements.
• Notify relevant stakeholders.
• Monitor completion of planned maintenance.
• Chase outstanding certificates and documentation.
• Update the CAFM/CMMS system.
• Produce overdue and outstanding-action reports.

Compliance & Statutory Records

You will maintain the Facilities compliance schedule, ensuring that inspections, testing and certification are tracked and properly evidenced.

This will include monitoring areas such as fire inspections, legionella testing, electrical inspections, PAT, asbestos surveys, gas certification, lift inspections, LOLER, PSSR, F-Gas, emergency lighting and other statutory and planned inspections.

You will maintain visibility of:

Due → Approaching Due → Overdue → Evidence Missing → Corrective Action Outstanding

The role is focused on coordination, tracking and evidence management. You will not be expected to make technical judgements about whether a compliance issue is acceptable; instead, you will ensure the appropriate technical people are alerted and actions are followed through.

Contractor & Supply Chain Administration

You will support effective management of our facilities supply chain.

• Maintain the approved contractor database in conjunction with the supply chain.
• Obtain and maintain contractor qualifications and certifications.
• Maintain contractor records.
• Coordinate contractor inductions.
• Book contractor visits and manage access arrangements.
• Maintain RAMS and permit records.
• Record contractor attendance.
• Support contractor cost comparisons.
• Collect and maintain contractor KPI information.
• Follow up outstanding contractor documentation and actions.

Purchasing & Finance Administration

You will provide accurate administrative support across FM purchasing and financial processes.

• Raise purchase requisitions.
• Support the goods receipting process.
• Maintain purchase order records.
• Match invoices to purchase orders.
• Track invoices through the process.
• Investigate and query discrepancies.
• Maintain budget and spend trackers.
• Track contractor expenditure.
• Maintain utility records and supporting information.

Fleet Administration

You will maintain accurate records for the facilities and company vehicle fleet.

• Maintain the vehicle register.
• Track MOTs and servicing.
• Track insurance requirements.
• Record and coordinate breakdowns.
• Maintain driver records.
• Coordinate licence checks.
• Administer fuel cards.
• Maintain accident records.
• Coordinate vehicle bookings and availability.

Document & Information Management

You will help ensure that Estates & Facilities information is accurate, accessible, controlled and audit-ready.

• Maintain electronic filing systems.
• Control document versions.
• Store and manage certificates.
• Maintain O&M manuals and technical documentation.
• Store inspection and maintenance reports.
• Maintain RAMS and permit documentation.
• Maintain contractor records and supporting evidence.
• Maintain audit evidence.
• Manage document retention requirements.
• Archive superseded documentation appropriately.

Property Administration

You will maintain key information relating to our property portfolio.

• Maintain the property database.
• Maintain lease information and critical dates.
• Track rent review and lease renewal dates.
• Track insurance and EPC dates.
• Maintain landlord and property contacts.
• Maintain property documentation.
• Ensure important dates and actions are visible and followed up.

Reporting, Data & Management Information

Accurate data will be a key part of your role. You will produce regular information for the Facilities Manager, including:

• PPM reports.
• Reactive maintenance reports.
• Helpdesk reports.
• Compliance reports.
• Contractor reports.
• KPI reports.
• Purchase order reports.
• Invoice reports.
• Energy data.
• Fleet reports.
• Outstanding action reports.

You will help turn facilities data into clear, accurate and actionable information.

Workplace Coordination

You will also support the smooth running of our workplace environment.

• Coordinate office moves.
• Coordinate minor works.
• Arrange contractor access.
• Coordinate meeting room requirements.
• Manage signage requests.
• Coordinate DSE assessments.
• Support workplace communications.
• Log and coordinate workplace issues.

Emergency Preparedness

You will help maintain the information and contacts required to support effective emergency response.

• Maintain emergency contact lists.
• Maintain contractor call-out lists.
• Maintain escalation contacts.
• Maintain emergency documentation.
• Record emergency exercises.
• Keep contact information up to date.
• Support emergency communications when required.

What we’re looking for

We’re looking for someone who is highly organised, dependable and proactive, with the ability to take ownership of a busy workload and make sure nothing gets lost between request, action and completion.

You will ideally have experience in facilities, property, workplace, maintenance, engineering administration or a similar coordination environment.

You will bring:

• Strong organisational and administrative skills.
• Excellent attention to detail.
• Experience coordinating multiple tasks, contractors or suppliers.
• Confidence using CAFM/CMMS, ERP or other business systems.
• Good working knowledge of Microsoft Office, particularly Excel.
• The ability to maintain accurate records and manage large amounts of information.
• Strong communication and stakeholder-management skills.
• The confidence to chase actions and hold people accountable for agreed timescales.
• A methodical approach to compliance and documentation.
• The ability to prioritise effectively in a busy operational environment.
• A proactive approach — you see what needs doing and take action rather than waiting to be asked.
• The ability to work collaboratively with colleagues, contractors and suppliers.

Experience of facilities compliance, PPM, contractor management, purchase orders, invoice processing or fleet/property administration would be advantageous.

What success looks like

In this role, success means that the Facilities Manager and wider business can rely on you to know what is happening, what is due, what is outstanding and what needs attention.

You will help ensure that:

• FM requests are logged, prioritised and progressed.
• Planned maintenance is scheduled and completed.
• Compliance dates and evidence are under control.
• Contractors have the right information and documentation.
• Purchase orders and invoices are accurately managed.
• Facilities records are complete, current and audit-ready.
• Outstanding actions are visible and actively followed up.
• Management information is accurate and delivered on time.
• Internal customers receive clear and timely communication.

Ultimately, you will provide the administrative control, coordination and information management that allows the wider Facilities team to operate effectively.

Why join Framatome?

At Framatome, our people play an important role in delivering safe, reliable and innovative solutions for the nuclear energy sector.

As part of our Estates & Facilities team, you will have the opportunity to make a tangible difference to the working environment and to the way our facilities operation is delivered every day.

If you are someone who enjoys organisation, coordination, problem-solving and getting things done, we would like to hear from you

If you are ready to take on a varied and important Facilities Coordinator role within Framatome Ltd, we look forward to hearing from you