Facilities & Office Operations Coordinator

Invictus Group; Farnborough; On-site; GBP 21,000 - 26,000; Full time

Job summary

Invictus Group is seeking a proactive facilities assistant to manage switchboard communications, deliveries, mail, and building services. The role involves coordinating with the landlord, ensuring security, and supporting daily operations to keep the site efficient and safe.

Responsibilities include overseeing postal/parcel logistics, coordinating room setups, conducting walkthroughs, maintaining consumables, and enforcing health and safety standards across the building in Farnborough.

Responsibilities

• Record switchboard data for pattern analysis.
• Coordinate with Landlord post room to ensure deliveries are received and distributed promptly.
• Sort and deliver all incoming post to desks.
• Record courier and postal costs by cost centers.
• Log outgoing/incoming goods and assist with courier requests and invoice queries.
• Liaise with Landlord to maintain building service levels.
• Regularly update site contact/client and notify management of issues.
• Maintain security and safety standards; escort visitors; restrict contractor access as needed.
• Maintain breakout and kitchen areas when janitorial staff are unavailable.
• Monitor washroom and kitchen consumables and replenish as required.
• Perform daily building walkthroughs and assist with meeting room checks; document actions.
• Coordinate room and event setup requests.
• Carry out monthly workplace inspections.
• Keep signage and notice boards neat and up to date.
• Conduct weekly cleaning quality checks and report non-compliance.
• Log outgoing/incoming goods for tracking; support courier requests.
• Manage centralized stationery stores and printer paper orders.
• Maintain a safe and tidy workplace.
• Be prepared for additional defined duties.
• Follow Health & Safety and Environmental requirements per training and work instructions.
• Follow emergency prevention and operational controls.
• Report accidents, illnesses and emergencies.
• Manage and communicate the Preventive Maintenance (PPM) schedule.
• Handle access card management and distribution.
• Manage staff lockers and resolve faults.
• Be the handover point for evening cleaning teams.
• Execute and maintain function-related quality issues.

Job description

Invictus Group is seeking a proactive facilities assistant to manage switchboard communications, deliveries, mail, and building services. The role involves coordinating with the landlord, ensuring security, and supporting daily operations to keep the site efficient and safe.

Responsibilities include overseeing postal/parcel logistics, coordinating room setups, conducting walkthroughs, maintaining consumables, and enforcing health and safety standards across the building in Farnborough.