Facilities Supervisor

The Talent Space; Greater London; On-site; GBP 40,000 - 50,000; Full time

Benefits offered by this job

Competitive Salary

Friendly and informal culture

Growth opportunities

Job summary

The Talent Space is seeking a Facilities & Workplace Services Supervisor to manage operations in our London headquarters. This vital role requires expertise in facilities management and compliance, ensuring the workplace runs efficiently.

You will be responsible for vendor coordination, health and safety compliance and workplace administration, working closely with internal teams and building management. We offer a competitive salary and a rewarding work culture within a fast-growing global firm.

Qualifications

• 2–3 years' experience in facilities, workplace operations, or building services.
• Understanding of Building Management Systems (BMS) and workplace systems.
• Knowledge of health and safety compliance, including risk assessments and fire safety.

Responsibilities

• Support the smooth, safe, and efficient operation of the workplace.
• Coordinate vendor management and workplace administration.
• Conduct regular floor inspections and monitor first aid supplies.

Skills

Strong Excel skills (intermediate to advanced)

Comfortable using AI tools

2–3 years' experience in facilities

Understanding of Building Management Systems (BMS)

Mechanical or engineering aptitude

Knowledge of health and safety compliance

Experience coordinating contractors

Strong organisational skills

Clear communication skills

Proactive, solutions-focused approach

Education

Relevant certifications (advantageous if available)

Job description

FACILITIES & WORKPLACE SERVICES SUPERVISOR

Our client is a top financial services & technology firm with several offices worldwide. We are looking to hire a Facilities & Workplace Supervisor to support the busy and vibrant London headquarters based in the city.

The Facilities & Workplace Services Supervisor supports the smooth, safe, and efficient operation of the workplace.

This role focuses on facilities management, vendor coordination, health and safety compliance, workplace administration, and employee support. The supervisor works closely with internal teams, building management, and external suppliers to ensure the office environment is well maintained and fully operational.

Please note this role is based on site 5 days a week in the London office.

Workplace Operations

• Monitor the Workplace Services (WPS) inbox, responding to queries and coordinating requests.
• Conduct daily checks across office floors to ensure systems, equipment, and spaces are functioning correctly.
• Communicate with HR, IT, and other teams regarding office issues or maintenance needs.
• Organise and audit critical spare parts, keeping stockrooms tidy and accessible.
• Send new starter communications and provide WPS introductions and office information.
• Support onboarding and offboarding by allocating desks and lockers, coordinating with Front of House.
• Conduct desk and space audits, identifying faults and ensuring allocations remain accurate.
• Submit weekly catering numbers and assist with workplace service arrangements.
• Represent WPS at relevant committee meetings.
• Support workplace events such as summer and Christmas parties.

Facilities Management

• Identify, log, and report faults or maintenance issues to contractors or building management.
• Respond promptly to reactive tickets and requests (temperature, lighting, power, office faults).
• Coordinate planned preventative maintenance (PPM) schedules and contractor site visits.
• Liaise with third-party suppliers and building management to arrange service access.
• Ensure contractor documentation and Permits to Work are submitted and logged.
• Review contractor job reports and follow up on repairs or parts ordering.
• Support contract management, including renewals and documentation.
• Run monthly security access reports and work with HR to review user access and attendance.
• Log contractor attendance and service records for all site visits.
• Support weekend works, powerdowns, and essential out-of-hours activities.
• Prepare workplace spaces for powerdowns, desk moves, and operational changes.
• Assist with workspace reconfiguration and desk move projects.
• Attend key PPM visits to ensure compliance and alignment with internal teams.

Health & Safety

• Conduct regular floor inspections and monitor first aid supplies.
• Assist with risk assessments and general safety compliance.
• Manage communications related to emergency fire evacuations.
• Attend quarterly tenancy meetings with building management.

Administration & Financial Processes

• Track and process supplier invoices, receipts, and administrative documentation.
• Work with Finance to manage team credit card expenses and ensure timely receipt submission.
• Raise and amend purchase orders and maintain the WPS PO log.
• Support contract administration and renewal tracking.
• Provide reception cover during breaks and annual leave, including greeting visitors and supporting meeting room needs.
• Assist with meeting room setups and event coordination.

Skills & Experience

• Strong Excel skills (intermediate to advanced).
• Comfortable using AI tools to streamline reporting, documentation, and operational workflows.
• 2–3 years' experience in facilities, workplace operations, or building services.
• Understanding of Building Management Systems (BMS) and workplace systems.
• Mechanical or engineering aptitude, with the ability to troubleshoot basic M&E issues.
• Knowledge of health and safety compliance, including risk assessments and fire safety.
• Experience coordinating contractors, PPM schedules, cleaning and catering staff and vendor relationships.
• Strong organisational skills with attention to detail and the ability to manage multiple priorities.
• Clear communication skills and confidence working with internal teams, contractors, and building management.
• Proactive, solutions-focused approach with an interest in improving processes and operational efficiency.

Relevant certifications (advantageous but not always required)

• IOSH or NEBOSH
• First Aid or Fire Marshal
• BMS or building services training
• Understanding of building operations — lifts, HVAC, electrical systems, fire panels,and access control.

What we offer

• Competitive Salary
• Friendly, informal and highly rewarding culture
• A fast-growing global firm with plenty of opportunities where you will have a significant impact