Part-Time Facilities & Operations Coordinator

Newmark; London Borough of Richmond upon Thames; Presencial; GBP 18.000 - 24.000; A tiempo parcial

Descripción de la vacante

Newmark is seeking a part-time Facilities Coordinator to manage daily office operations and ensure a welcoming, compliant workplace. You will act as a point of contact for employees, visitors, and vendors, supporting the Facilities Manager and maintaining safety and efficiency across sites.

The role requires on-site presence Mon & Tues, 8am-5pm with a one-hour unpaid lunch. You will log maintenance, support dashboards, review invoices, and coordinate with landlords and contractors to uphold high

Formación

• Flexible and energised.
• On-site presence during working hours.
• Good communications skills both oral and written.
• IT Literate (MS Suite including Teams, Excel, Word).
• Prior Occupational Health & Safety Training is a plus.

Responsabilidades

• Support the implementation and maintenance of Facilities Management processes, aligned with global standards.
• Liaise with vendors and contractors for routine maintenance, repairs, and services.
• Log and track all operational and maintenance activities via CMMS system.
• Support the Local AFM with data collection for dashboards and reporting, such as environmental and statutory.
• Assist with contract scope review and manage certificate of insurance data.
• Liaison with landlord staff & vendors regarding vendor access, permits RAM’s etc.
• Perform inspections of properties routinely to ensure workplace is in compliance, maintenance is being performed, level of cleaning is at highest standards.
• Track and manage KPI & SLA levels.
• Review and assist with invoice review, coding to appropriate budget category & invoice input into accounting system.
• Assist Project Team with projects/vendors as applicable.
• Maintain data base of occupancy, archibus, ensuring floor plans and seating are current.
• Assist in development of monthly financial and operating reporting.
• Track and upload environmental & utility data into client’s environmental system.
• Attend tenant meetings and liaison with landlord’s property team.
• Act as support for Health & Safety activities (following training), supporting EH&S activities, communications, Risk Assessments, and policy enforcement.
• Conduct or participate in periodic safety inspections and risk assessments.
• Upload data & inspections to compliance SharePoint site.
• Identify safety issues, notify supervisors, and follow up on corrective actions.
• Maintain documentation related to visitor safety, vendor compliance and incident reporting
• Ensure contactors are submitting proper RAMS and documentation.
• Coordinate with the Occupational Health and Safety Committee and participate in investigations and preventative actions.
• Welcome and register visitors, manage access credentials, and ensure visitors are informed of security protocols.
• Handle incoming calls, direct queries, and maintain records of daily office visits and access logs.
• Manage the reception area, coordinate mail/courier deliveries, and ensure collection schedules align with internal policies.
• Serve as the primary point of contact for all office-related needs and coordinate with internal departments (e.g., HR, IT, Security).
• Act as a first point of contact with local client, vendors & landlord employees.
• Own and manage internal communications channels for facilities updates and alerts.
• Continuously identify opportunities to enhance workplace safety, comfort, and operational efficiency.
• Be available to assist with operational/emergency situations, which could occur after hours.

Conocimientos

On-site presence during working hours

Good communications

IT literate

Herramientas

MS Teams

Excel

Word

Descripción del empleo

Newmark is seeking a part-time Facilities Coordinator to manage daily office operations and ensure a welcoming, compliant workplace. You will act as a point of contact for employees, visitors, and vendors, supporting the Facilities Manager and maintaining safety and efficiency across sites.

The role requires on-site presence Mon & Tues, 8am-5pm with a one-hour unpaid lunch. You will log maintenance, support dashboards, review invoices, and coordinate with landlords and contractors to uphold high