Office Facilities Request Coordinator

HRS Talent Solutions; Halifax; Remote; GBP 53,000 - 57,000; Full time

Job summary

HRS Talent Solutions is seeking an Office Facilities Request Coordinator to manage remote facilities tickets from a home office. You will record issues, route to the appropriate site or maintenance contact, and update reporters throughout the process.

This role focuses on accurate documentation, escalation where needed, and maintaining a clear communication trail while avoiding on-site visits. The position can be full-time or part-time pro rata, with salary £53,000–£57,000 per year for full-time

Responsibilities

• Receive facilities messages and record issues for routing to the approved site or maintenance contact.
• Do not visit site or diagnose faults; do not authorise contractors.
• Create or update online tickets with location, issue, and required information.
• Communicate updates to reporters and track ticket closure until completion.
• Follow the escalation map for emergencies or security concerns.

Job description

Office Facilities Request Coordinator

Remote office administration | Facilities Requests | Part-time or full-time
Salary £53,000–£57,000 per year for full-time work; part-time pro rata

An office light is out, a meeting room has a damaged fixture or a site team needs a routine repair. The person responsible for the building needs a clear request before they can arrange the right response. This remote role receives facilities messages, records the issue and passes it to the approved site or maintenance contact. You would not visit the site, diagnose electrical faults, authorise a contractor or decide that a reported safety concern can wait.

A request worth acting on

Read the message for the site, room or area, the problem reported and any information the facilities team requires. A message saying “the door is broken” may need a location and a description of what happens when someone tries it. Ask for the missing detail through the approved channel, but do not delay an urgent safety report merely because every ordinary field is not filled in. The employer will train you on its escalation map, including who receives emergency or security concerns.

For an ordinary request, create or update the online ticket under the correct location. Check whether the same issue has already been reported so that a new message can be added to an existing record where appropriate. If the issue differs, keep it separate. A blocked entrance and a broken light in the same building may involve different owners and time frames. Assigning both to a generic “maintenance” note makes follow-up harder.

You may send a factual acknowledgement to the colleague who reported the issue. Explain that it has been received, identify any approved next step and avoid promising a repair date unless the facilities owner has confirmed one. If the site team replies with a new observation, add it to the case and alert the person handling it. When a maintenance colleague reports completion, check that the status belongs to the right ticket before closing it.

Keeping the queue accurate

A useful facilities ticket identifies the site and area, describes what the colleague observed and includes an attachment only in the approved system. Check for another ticket concerning the same issue, but keep different rooms separate. Use the urgent route for safety, access or security concerns instead of waiting for an ordinary form to be completed. If a routine report lacks an essential detail, ask a focused question. Update the reporter when the owner supplies an authorised status, and leave the case open until completion is actually confirmed.

This is office administration supported by good internal customer service. Colleagues need to know that their report has not vanished, while facilities staff need usable information rather than repeated messages. The work is online and written, carried out from a home office with reliable access to the ticket system. Previous facilities experience is a plus but not essential. The company will teach its locations, priorities and boundaries.

The annual pay range is for a full-time role; the employer will explain part-time terms and the actual schedule for its vacancy. You will not be expected to supervise tradespeople. Your practical contribution is a case record that allows the authorised team to respond and a clear communication trail for the person who reported the problem.

Facilities issues can be reported by several people in the same building. If two messages describe the same broken fixture, connect them under the employer’s ticketing procedure and keep each reporter’s information available where appropriate. If the reports describe different rooms, do not merge them merely because they arrived on the same day. A later update from the site manager might say a repair was arranged but not completed; enter that intermediate status faithfully. You should also flag a new report that suggests the issue has worsened, rather than treating the original priority as permanently fixed.