Facilities Management Coordinator

Andy File Associates Ltd; England; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading recruitment agency is seeking a Facilities Management Coordinator to ensure smooth operation across facilities services. The successful candidate will manage invoicing and financial records, liaise with subcontractors, and support client inquiries. Ideal applicants will have strong experience in financial coordination, excellent communication skills, and knowledge of facilities management processes. This role is crucial for maintaining high-quality service delivery and compliance with contract terms. Flexibility in working hours is provided.

Qualifications

• Proven experience in invoicing, accounts administration, or financial coordination.
• Strong understanding of facilities management processes.
• Excellent communication and relationship-building skills.
• High attention to detail and numerical accuracy.

Responsibilities

• Prepare and process invoices for facilities services.
• Liaise with subcontractors and ensure compliance.
• Act as a point of contact for client queries.
• Assist with scheduling maintenance activities.

Skills

Invoicing experience

Knowledge of facilities management

Communication skills

Attention to detail

MS Office proficiency

Time management

Education

GCSEs/A-Levels or equivalent

NVQ or diploma in Business Administration

Tools

Excel

Finance/CAFMs systems

Job description

Andy File Associates are acting as a recruitment agency on behalf of our client with regards this permanent position.

Facilities Management Coordinator (Invoicing & Subcontractor Administration)

Overview

The Facilities Management Coordinator is responsible for supporting the smooth operation of facilities services by managing invoice processing, maintaining accurate financial records, and serving as a key communication link between clients, subcontractors, and internal teams. This role ensures timely payment, compliance with contract terms, and high-quality service delivery.

Key Responsibilities

Invoicing & Financial Administration

• Prepare, review, and process invoices for facilities services in accordance with company procedures and contract requirements.
• Track purchase orders, delivery notes, work orders, and service reports to ensure billing accuracy.
• Monitor and reconcile accounts payable and accounts receivable related to facilities operations.
• Maintain up-to-date records of all invoicing activities, payment status, and financial documentation.
• Follow up on outstanding payments with clients and escalate issues where necessary.
• Verify subcontractor invoices against agreed rates, completed works, and supporting documentation.

Subcontractor & Supplier Coordination

• Liaise with subcontractors to obtain quotes, confirm job completion, and resolve invoice discrepancies.
• Ensure subcontractors meet compliance requirements, including insurances, certifications, and health & safety documentation.
• Maintain an approved supplier list and update subcontractor information as required.

Client Relationship Management

• Act as a point of contact for client queries relating to billing, scheduled works, and service updates.
• Provide timely and accurate reporting on work progress, invoicing status, and cost tracking.
• Support the preparation of client-facing documents such as monthly reports or financial summaries.

Facilities Support

• Assist with scheduling planned and reactive maintenance activities.
• Maintain asset logs, service records, and contract documentation.
• Support the Facilities Manager with general administrative tasks and coordination as needed.

Skills & Competencies

Essential

• Strong experience in invoicing, accounts administration, or financial coordination.
• Knowledge of facilities management processes and subcontractor workflows.
• Excellent communication and relationship-building skills.
• High attention to detail with strong numerical accuracy.
• Proficiency with MS Office (especially Excel) and finance/CAFMs systems.
• Ability to manage multiple deadlines and prioritise workloads effectively.

Desirable

• Experience working within facilities management, property services, or construction.
• Understanding of compliance requirements (H&S, contractor documentation).
• Familiarity with purchase order systems and service-level agreements.

Qualifications

Minimum: GCSEs/A-Levels or equivalent.

Preferred: NVQ or diploma in Business Administration, Facilities Management, or related field.

Financial administration certifications advantageous.

Personal Attributes

Proactive and organised with a problem-solving mindset.

Professional, customer-focused attitude.

Able to work independently and collaboratively.

Integrity in handling financial information and sensitive documentation.

Hours 9am - 5pm with some flexibility on hours.