Facility Coordinator

Invictus Group; Stowmarket; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading company seeks a Workplace Experience Coordinator to manage facilities across its sites. The role involves overseeing the FM Helpdesk, maintaining supplies, managing bookings, and providing excellent customer service. Candidates should have experience in facilities management and strong organizational skills.

Qualifications

• Experience in facilities, PA, office management, or financial admin roles is ideal.
• IT literacy and knowledge in Health and Safety legislation expected.
• Ability to work under pressure and independently.

Responsibilities

• Manage FM Helpdesk Inbox and all Facilities related requests.
• Order consumables, maintain stock levels, and check meeting rooms.
• Prepare monthly and weekly financial reports.

Skills

Excellent customer service

Interpersonal skills

Communication skills

Organizational skills

Analytical skills

Attention to detail

Tools

Industry-specific IT applications

Job description

Work with the onsite DFS Office Manager to support and deliver a high standard of Workplace Experience.

• Management of FM Helpdesk Inbox for both sites.
• Be the main point of contact for all Facilities related requests.
• Proactively walk the site regularly to ensure printer and stationary points are always topped up and tidy, and check meeting room standards.
• Order consumables and maintain stock levels onsite.
• Manage the meeting room booking system and liaise with customers regarding meeting room setups.
• Handle hospitality requests across both sites, ensuring food is delivered on time, set up correctly, and allergen requirements are met.
• Oversee post and mail requirements.
• Manage and oversee low-risk subcontractor work by third parties.
• Prepare monthly and weekly financial reports from various systems.
• Work closely with the Contract Manager to support account management, including finances.
• Participate in contract and client meetings as required.
• Deputise for the Contract Manager in their absence.
• Handle contract support tasks such as PO raising, billing, invoicing, and reporting.
• Support site engineer, cleaning team, security, and IT teams as needed.
• Perform other duties as required by the business.
• Provide excellent customer service, interpersonal, and communication skills.
• Ideally have experience in facilities, PA, office management, or financial admin roles.
• Be IT literate with experience in industry-specific IT applications.
• Have good knowledge of Health and Safety legislation and environmental protection requirements, with a willingness to learn more.
• Possess analytical skills.
• Ability to work within a team and independently, under pressure, with excellent organizational and planning skills.
• Maintain excellent attention to detail in report writing and communication.