Facilities Services - Team Leader

Raymond James UK; Greater London, Chelmsford; On-site; GBP 28,000 - 36,000; Full time

Job summary

Raymond James UK is seeking a Facilities Services & Post Room Coordinator to support the Head of Facilities Services in delivering efficient, high‑quality operational services across head office and regional locations. You will manage mail, prepare meeting rooms, maintain service logs, respond to internal requests, and liaise with Royal Mail and providers.

You will also administer the P2P system to support procurement of office supplies and services.

Qualifications

• Proven experience in a team supervisory role.
• Experience working with postal, courier, and online booking platforms.
• Knowledge of access control administration.
• Strong organisational and analytical skills with ability to maintain accurate information systems.
• Excellent communication skills, both verbal and written.
• Ability to prioritise tasks, use initiative and work under pressure.

Responsibilities

• Manage incoming mail and electronic mail; distribute within timelines.
• Prepare client meeting rooms and arrange room setups.
• Maintain daily service logs and spreadsheets.
• Respond to internal Facilities requests; liaise with Royal Mail and other providers.
• Administer the purchase‑to‑pay (P2P) system for procurement of office supplies and services.
• Collaborate with Facilities team to resolve regional queries and support office moves or closures.

Job description

The role supports the Facilities Services & Post Room Manager in delivering efficient, high‑quality operational services across the head office and the Group’s regional locations. Key responsibilities include managing incoming and electronic mail, preparing client meeting rooms, maintaining service records, responding to internal Facilities requests, and liaising with Royal Mail and other service providers to resolve issues. The role also administers the Group’s purchase‑to‑pay (P2P) system to support the procurement of office supplies and services.

Key Responsibilities:

Mail & Service Operations

• Ensure all incoming mail is processed and electronically distributed within agreed timelines and compliance standards.
• Maintain accurate daily service logs and spreadsheets.
• Monitor shared mailboxes, ensuring timely responses and appropriate email tracking (highlighting, assigning, completing, filing).
• Prepare monthly expenditure reports for the London and Chelmsford mailrooms for management review.

Facilities & Office Support

• Assist with onboarding new starters through access control administration, ensuring security protocols are followed.
• Support the Facilities Services & Post Room Manager with regional office postal redirections, equipment quotations, and arrangements for office moves or closures.
• Compile and maintain weekly personnel and duty rotas to ensure appropriate coverage.
• Participate in weekly service meetings to confirm meeting room setup requirements.
• Maintain consistent cable management standards in meeting rooms and ensure team compliance.
• Handle porterage of goods, furniture, and equipment within the office.
• Act as a primary onsite contact for the Facilities team in the London office, providing guidance and support as required.
• Collaborate with the wider Facilities team to resolve local and regional queries effectively.

Procurement & P2P Administration

• Work with the P2P team to raise, manage, and receipt purchase orders for suppliers and goods.
• Support the administration of the purchase‑to‑pay system to ensure accurate procurement processes.

General

• Undertake any other reasonable duties as required to support the smooth running of Facilities Services.

Experience:

• Previous experience in a team leadership or supervisory role.
• Experience working with postal, courier, and online booking platforms.
• Knowledge of access control administration.

Knowledge & Skills:

• Experience in a corporate post room and/or facilities services environment.
• Health & Safety knowledge (desirable).
• Strong customer‑service mindset with a proactive “How can we help?” approach.
• Excellent organisational and analytical skills, with the ability to maintain accurate information systems.
• Ability to prioritise tasks, use initiative, allocate resources effectively, and perform well under pressure.
• Collaborative working style, able to build strong relationships with colleagues and external providers at all levels.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office, particularly Excel, with the ability to create tools and systems that enhance service delivery.
• Flexible approach, with the ability to work different shift patterns when required.
• Comfortable reconciling invoices and managing related administrative tasks.

About Us:

Raymond James is a wealth management firm dedicated to providing trusted advice and tailored, personalised investment services. We believe that by acting in our clients’ best interests, we support their success as well as our own. Our parent company, Raymond James Financial, has followed this principle in the US for over 60 years and is now a Fortune 500 company, listed on the NYSE and included in the S&P 500.

Raymond James is an equal opportunities employer. We treat all of our applicants the same and we have a diversity and inclusion strategy aimed at ensuring we hire the best person for the job regardless of age, gender, ethnicity, sexual orientation, disability or beliefs.