Facilities & Travel Coordinator

Air Charter Service; Greater London; On-site; GBP 31,500 - 38,500; Full time

Benefits offered by this job

Private healthcare

Onsite gym

Canteen

Pension

Job summary

Air Charter Service in London is seeking a Facilities & Travel assistant to oversee flats and hotel bookings for visiting colleagues and ACS staff. You will work with the London facilities team, manage flat checks, handle bookings, and support ongoing projects, including occasional out-of-hours duties to ensure welcoming arrivals.

The role requires hospitality experience, strong organisation, and coordination with suppliers, training, and local hotels to secure best prices.

Qualifications

• Experience in a customer facing role is essential - Hospitality background desired.
• Excellent level of customer service with an above and beyond attitude.
• Previous experience working with suppliers, contract management and tendering.
• Excellent organisation and project management skills with a keen eye for detail.
• MUST be available to work flexible hours including weekends / early morning and evenings (time back in lieu received).
• Must live locally to the Kingston Upon-Thames area.
• The ability to manage multiple complex projects concurrently within the tight deadlines.
• Proactive, motivated and driven.
• Strong computer skills, including Word, PowerPoint and Excel.

Responsibilities

• Oversee company flats, undertaking flat checks, cleaning audits & reporting.
• Manage bookings into flats and local hotels when needed.
• Coordinate with the training department for visitor arrangements.
• Meet and greet visiting colleagues and assist arrival experiences, out of hours.
• Show colleagues around flats and demonstrate functions like washing machines and ovens.
• Provide occasional out-of-hours emergency support for occupants.
• Oversee flat projects including changes, refurbishments and upgrades.
• Assist with new process development and integration within facilities.
• Support on-site property management tasks and contractor access.
• Monitor contractor performance and costs for flats, seek savings.
• Develop ideas to improve flats and user experience, negotiate with hotels.

Skills

Customer service

Hospitality

Organisation

Project management

Multitasking

Flexibility

Computer skills

Tools

Word

PowerPoint

Excel

Job description

Established in 1990 in the basement of our chairman’s home, Air Charter Service remains the largest charter brokerage in the world with over 700 employees across 40+ offices across the globe.

Our head office, based here in Surbiton has over 250 employees and hosts numerous visitors every year. Due to continued growth, we are looking for a Facilities & Travel assistant to oversee company flats & hotel bookings.

Job Description

First impressions count, especially for new employees visiting our London head office for the first time. This role is all about ensuring they experience the very best of first impressions, making sure their welcome to ACS, (and often the UK) for the first time is of such high quality that it engenders the most positive of first impressions of ACS, ACS London, and of the UK.

Assisting the London facilities team, the main duties of this role are to oversee the company flats managing all visitors and facilities, overseeing London hotel bookings for ACS colleagues, whilst helping the London team with any ongoing projects. Duties will include but are not limited to:

• Responsible for managing all aspects of the company flats, undertaking flat checks, cleaning audits & reporting
• In charge of all areas of booking people into the flats and overspill into local hotels when needed.
• Extensive communication with the ACS training department
• Meet and greet visiting ACS colleagues occupying the company flats to ensure the smoothest possible arrival experience – (out of hours and early evenings, weekends required)
• Showing colleagues around the flats and demonstrating the functions – washing machines, cooker etc
• Occasional out-of-hours emergency support for ACS colleagues occupying the company flats
• Oversee London flat projects including changes, refurbs & upgrading projects.
• Assisting the wider facilities team with new process development and integration
• Assisting with on-site property management tasks and contractor access on behalf of the landlord
• Responsible for monitoring external contractors’ performance and ongoing expenditure costs/savings for the flats
• Developing and presenting new ideas to management to make improvements to flats & user experience.
• Maintain a good relationship with the local hotels so ACS receive the best prices & manage bookings when needed.

Qualifications

• Experience in a customer facing role is essential - Hospitality background desired
• Excellent level of customer service with an above and beyond attitude
• Previous experience working with suppliers, contract management and tendering
• Excellent organisation and project management skills with a keen eye for detail
• MUST be available to work flexible hours including weekends / early morning and evenings (time back in lieu received)
• Must live locally to the Kingston Upon-Thames area
• The ability to manage multiple complex projects concurrently within the tight deadlines
• Proactive, motivated and driven
• Strong computer skills, including Word, PowerPoint and Excel

Additional Information

The starting salary for this position is £35,000pa

• 22 days annual leave, increasing to 25 after 1 years’ service
• Free breakfast and lunch in our onsite canteen “The Hangar”
• Free onsite gym with weekly classes
• 2x Giving back, charitable days a year
• Private healthcare and pension

DIVERSITY & INCLUSION

Here at ACS we're passionate about bringing people together to create a truly inclusive environment that promotes and values diversity, across our global network of offices.