Facilities Operations Coordinator

The Norwich BioScience Institutes; United Kingdom; On-site; GBP 28,000 - 36,000; Full time

Job summary

A leading research partnership in the United Kingdom is seeking a Facilities Operations Coordinator. This full-time, permanent position involves managing planned maintenance activities, coordinating with contractors, and ensuring compliance with maintenance schedules. The ideal candidate has strong data analysis skills and experience in facilities management. Salary ranges from £28,890 to £35,670 per annum with additional benefits.

Benefits

Competitive salary

Annual leave

Defined contribution pension scheme

Recreational facilities

Qualifications

• Extensive experience using Business Systems systems is essential.
• Proficient in Microsoft Office Suite is required.
• Proven experience in planned maintenance coordination is necessary.

Responsibilities

• Coordinate planned preventative maintenance (PPM) activities.
• Support the Facilities Helpdesk Team with managing work requests.
• Ensure compliance with audit and statutory requirements.

Skills

Business Systems system management

PPM scheduling

Data analysis

Microsoft Office Suite

Communication skills

Education

Relevant administrative or facilities management qualification

Good general education with at least 5 GCSEs

Tools

Business Systems systems (e.g., Concept Evolution, Maximo)

Job description

The NBI Partnership (NBIP) provides non-scientific services to research institutes based on the Norwich Research Park, a globally recognised centre for bioscience innovation. The park is home to leading research institutes - including the John Innes Centre (JIC), Quadram Institute Bioscience (QIB), Earlham Institute (EI), and The Sainsbury Laboratory (TSL) - supporting cutting-edge research in food security, health, and environmental sustainability. NBIP provides the facilities management (FM) services to the JIC’s, TSL’s and EI’s estates and buildings.

The Facilities department ensures the efficient and compliant management of NBIP's and the Institutes’ facilities services and infrastructure, including:
• Planned Preventative Maintenance (PPM), Building Management Systems (BMS), HVAC (Heating, Ventilation, and Air Conditioning), Critical Power Systems (UPS, Generators, LV and HV Distribution), Fire Detection & Security System, Specialist Research Infrastructure, Building Fabric Maintenance, Cleaning, Porterage and Operational PPMs, Capital Projects, Energy and Environment and Office services; Reception and Security.

This role is crucial in supporting planned maintenance scheduling, compliance tracking, and Business Systems system management to ensure operational efficiency.

The Facilities Operations Coordinator is responsible for supporting planned preventative maintenance (PPM) activities, ensuring maintenance tasks are effectively scheduled, managed, and recorded within the Business Systems system.

This role has a strong focus on:
• PPM Scheduling & Coordination – ensuring planned maintenance activities are programmed, updated, and completed on time
• Business Systems System Management – inputting, monitoring, and optimising maintenance records and workflows
• Helpdesk & Service Request Support – assisting the Facilities Helpdesk Team in managing work requests, queries, and system updates
• Compliance & Documentation – ensuring all maintenance records meet audit and statutory compliance requirements
• Stakeholder & Contractor Communication – coordinating with internal teams, contractors, and external service providers
• Permitting and Authority to Work – ensuring proper authorisation and safety compliance for maintenance activities

The Facilities Operations Coordinator plays a key role in ensuring NBIP facilities operate efficiently and compliantly, contributing to the seamless operation of research and support services.

Key Relationships

Internal: Facilities Hub Manager (Line Manager), Helpdesk & Business Systems Supervisor, Maintenance Operations Manager, Facilities & Compliance Teams, Operational and Lab Managers & Building Users

External: Specialist Maintenance Contractors Service Providers, Statutory Compliance Inspectors

Main Activities & Responsibilities

Works scheduling, Administration and Coordination
• Develop, maintain, and monitor the Planned Preventative Maintenance (PPM) programme within the Business Systems system
• Ensure PPM tasks are scheduled, assigned, and completed on time, tracking progress against service-level agreements (SLAs)
• Work closely with the Maintenance Team, Operational and Lab Managers, and external contractors to ensure efficient coordination and completion of maintenance activities
• Assist in planning and managing maintenance shutdowns, ensuring minimal disruption to building users
• Coordinate maintenance remedial actions and follow-ups
• Place purchase orders and update budget trackers
Operational Admnistration Business Systems System Management
• Maintain accurate and up-to-date records of PPM tasks, reactive maintenance, and asset management
• Identify opportunities to optimise Business Systems system usage, ensuring data integrity and reporting accuracy
• Work with the Helpdesk Supervisor to ensure all service requests are logged and actioned appropriately
• Generate compliance and performance reports using Business Systems system data to support audit readiness Helpdesk & Service Request Support
• Assist the Facilities Helpdesk Team by logging, categorising, and prioritising incoming maintenance requests
• Provide technical support and guidance on Business Systems system usage for maintenance staff and contractors
• Ensure all PPM-related queries are handled efficiently, escalating issues where necessary
• Monitor and follow up on outstanding work orders, ensuring timely resolution Compliance & Documentation
• Ensure all PPM activities comply with relevant regulations, including:
a) BS 7671 (Electrical Installations)
Health & Safety at Work Act
b) Pressure Systems Safety Regulations (PSSR)
c) Fire Safety Regulations & Building Safety Act 2023
d) L8 Water Hygiene Regulations
• Maintain accurate PPM records, inspection reports, and statutory documentation
• Support compliance audits, ensuring all documentation is readily available and up to date
• Oversee the coordination of RAMS (Risk Assessment and Method Statements) and Permitting information with contractors and internal resources
• Arrange statutory compliance works, including insurance inspections and certification Stakeholder & Contractor Communication
• Act as a key point of contact for building users, agreeing dates for maintenance work with Operational and Lab Managers, and providing updates on maintenance schedules and planned works
• Coordinate with external contractors, ensuring they follow NBIP’s permit-to-work and risk assessment procedures
• Ensure effective communication with researchers, building occupants, and operational teams regarding maintenance activities As agreed with the line manager, any other duties commensurate with the nature of the post.

Person Profile

Education & Qualifications

Requirement Importance Good general education with at least 5 GCSEs (or equivalent), including Maths and English Essential Relevant administrative, facilities management, or technical qualification (or equivalent experience) Essential Business Systems system training or experience in maintenance planning software Essential Health & Safety awareness (e.g., IOSH Working Safely or similar) Essential IWFM Level 3 or higher qualification in Facilities Management Desirable

Specialist Knowledge & Skills

Requirement Importance Extensive experience using Business Systems systems (e.g., Concept Evolution, Maximo, Planon, or similar) Essential Proficient in Microsoft Office Suite (Excel, Word, Outlook) Essential Strong data analysis and reporting skills, able to generate compliance and performance reports Essential Experience working in research, pharmaceutical, or high-tech environments Desirable Familiarity with smart building technologies and digital maintenance solutions Desirable

Requirement Importance Proven experience in planned maintenance coordination, Business Systems system management, or facilities administration Essential Must be highly organised and detail-oriented professional with strong Business Systems system experience and PPM scheduling skills. Essential Strong background in PPM scheduling, contractor coordination, and compliance documentation Essential Experience working with Helpdesk Teams, handling service requests and stakeholder communication Essential Knowledge of statutory compliance requirements for facilities and maintenance operations Essential

Interpersonal & Communication Skills

Requirement Importance Excellent verbal and written communication skills, with the ability to interact with staff, contractors, and stakeholders Essential Good interpersonal skills, with the ability to work as part of a team Essential Strong problem-solving skills, with the ability to anticipate and resolve scheduling or operational challenges Essential Ability to work collaboratively, supporting the Facilities Helpdesk and Maintenance Teams Essential Confident in liaising with contractors, ensuring high service standards Essential

Additional Requirements

Requirement Importance Attention to detail Essential Promotes equality and values diversity Essential Willingness to undertake further training and professional development Essential Commitment to NBIP values, ensuring excellence in maintenance operations Essential Willingness to embrace the expected values and behaviours of all staff at the Partnership, ensuring it is a great place to work Essential Able to present a positive image of self and the Partnership Essential Ability to maintain confidentiality and security of information where appropriate Essential Willingness to work outside standard working hours when required, to support critical maintenance activities Essential

Who We Are

NBI Partnership

The NBI Partnership provides non-scientific services to the John Innes Centre (JIC), Quadram Institute Bioscience (QIB), Earlham Institute (EI) and The Sainsbury Laboratory (TSL). All of these organisations carry out scientific research funded by the UK Government, European Union, Charitable and Industrial Sponsors. The Partnership employs around 140 staff to cater for the needs of approximately 1100 Research Staff, Students and Visiting Scientists who are all located in close proximity on the Norwich Research Park.

The John Innes Centre, Quadram Institute Bioscience, the Earlham Institute and The Sainsbury Laboratory are registered charities (No’s 223852, 1058499, 1136213 and 106550) and are Equal Opportunity Employers.

Facilities Operations Coordinator

The Norwich Bioscience Institutes Partnership (NBIP) has an exciting opportunity for a Facilities Operations Coordinator to join their busy Facilities department.

Background:

The Norwich Bioscience Institutes are a cluster of internationally renowned research organisations, working to tackle major challenges of the 21st Century – the sustainability of our environment, our food supplies and healthy ageing.

The NBI Partnership provides high quality, non-scientific support services for the diverse community of staff, students and visiting workers at the Institutes (the Earlham Institute, John Innes Centre, The Sainsbury Laboratory and Quadram Institute Bioscience) and for the NBI Partnership.

Based on the Norwich Research Park amongst 230 hectares of parkland, you will be joining a committed, professional and welcoming team. In addition, you will enjoy a competitive salary and annual leave, our defined contribution pension scheme, excellent recreational facilities and a range of other employee benefits.

The Facilities Department provides unique Facilities Management Services to the John Innes Centre, The Sainsbury Laboratory and the Earlham Institute. Our prime objective is to deliver safe, high quality scientific environments, which support scientists involved with world class research.

The role:

The Facilities Operations Coordinator is responsible for supporting planned preventative maintenance (PPM) activities, ensuring maintenance tasks are effectively scheduled, managed, and recorded within the Business Systems system. They play a key role in ensuring NBIP facilities operate efficiently and compliantly, contributing to the seamless operation of research and support services.

The ideal candidate:

The ideal candidate will have a relevant administrative, facilities management, or technical qualification (or equivalent experience) and Business Systems system training or experience in maintenance planning software. They should have strong data analysis and reporting skills, able to generate compliance and performance reports and a strong background in PPM scheduling, contractor coordination, and compliance documentation.

Additional information:

Salary on appointment will be within the range £28,890 to £35,670 per annum depending on qualifications and experience. This is a full-time, permanent position.

Please note, this post does not meet UKVI requirements to provide visa sponsorship.

The NBI Partnership is an equal opportunities and disability confident employer. We are committed to attracting, recruiting and retaining the best talent, and welcome all applications.

The closing date for applications will be 7 September 2025.