Quality and Facilities Co-ordinator

Resonate Tech; East Midlands; On-site; GBP 40,000 - 52,000; Full time

Benefits offered by this job

27 days annual leave

Private health care

Pension plan

Job summary

Resonate is seeking a Quality, Safety, Environment and Facilities Coordinator to join our Derby team. You will oversee facilities operations, maintain compliant systems, and support safe, efficient delivery across the business.

This role collaborates with the Quality Manager and S&E Advisor to strengthen document control and records management. You will coordinate contractors, manage IMS documentation, and ensure accurate records while supporting business continuity and facilities planning.

Qualifications

• Highly organized with ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Strong IT skills and ability to interpret, present and act on data.
• Experience in Information Management Systems and document control processes.
• Awareness of facilities management best practice.

Responsibilities

• Provide day-to-day operational support across facilities, quality, safety, security, and environmental management.
• Coordinate day-to-day site operations at Hudson House, including visitor, guest, contractor and delivery arrangements.
• Maintain and review Integrated Management System (IMS) documentation, ensuring confidentiality and access control.
• Coordinate and administer internal audit programme, scheduling, corrective actions, and reporting.
• Manage procurement activities related to QSE and facilities, including PO processing and supplier management.

Skills

Highly organized

Interpersonal skills

Written & verbal communication

IT skills

Information management systems

Document control

Tools

SharePoint

Q-Pulse

ISOtracker

Job description

About us

At Resonate, we're on a mission to embed intelligent, connected technology into the operational fabric of railway operations, driving performance, efficiency, and innovation across the network.

Our vision is bold yet clear: to be the trusted partner, leading the modernisation of railway operations through purposeful innovation. We're not just building technology; we're building the future of how railways run.

We measure our success by the "Resonate Test", the moment when every Route and Operations Team says, "We couldn't run the railway without Resonate" and "Have you asked Resonate?" becomes the go-to question for technology solutions. That's the impact we're striving for, and we're looking for talented individuals who share our passion for making it happen.

If you're ready to be part of something transformative, where your work directly enables safer, smarter, and more efficient rail operations, we'd love to hear from you.

Overview of the Role

This role is a full-time position based in our Derby office.As our Quality, Safety, Environment and Facilities Coordinator, you will play a central part in keeping Resonate’s working environments safe, compliant, well organised and ready to support our teams. This is a varied, hands‑on role where your work will make a visible difference every day, from supporting effective facilities operations to helping maintain the systems, records and processes that underpin safe and efficient delivery.

You will work across the areas of quality, safety, environmental management, facilities, and security, providing operational support and maintaining accurate, accessible, and secure systems and records. Your efforts will underpin our compliance, support our operational efficiency, and ensure the continued accreditation and safe functioning of our workplace environment.

Key Accountabilities

Operational Support and Advice

• Provide day-to-day operational support and advice across facilities, quality, safety, security, and environmental management.
• Coordinate day‑to‑day site operations at Hudson House, including visitor, guest, contractor and delivery arrangements across the working week.
• Support onboarding and staff induction processes in relation to safety, quality, and facilities.

Documentation, Records and Compliance

• Manage and maintain all related documentation and records, ensuring appropriate levels of confidentiality and access control.
• Maintain and review Integrated Management System (IMS) documentation, including document lifecycle, approvals, and compliance checks.
• Support archiving reviews and ongoing records management to ensure information is retained, accessible and controlled appropriately.
• Improve document control processes in collaboration with the Quality Manager and S&E Advisor.

Reporting, Audit and Performance

• Collate, analyse, and report on data related to safety, security, quality, environmental and facilities metrics to inform decisions.
• Check daily security reports from NVC, escalating or following up on any issues as required.
• Coordinate and administer the internal audit programme, including scheduling, corrective actions, follow‑up, and summary reporting.
• Track and report on key QSE and facilities performance indicators.

Facilities, Suppliers and Contractors

• Administer procurement activities related to QSE and facilities, including purchase orders, goods receipting and invoice processing.
• Support budget forecasting, monthly spend profile reviews and formal half‑yearly forecast reviews for facilities‑related activity.
• Arrange, monitor and review planned service and maintenance activity for key facilities equipment, including fire extinguishers, air conditioning and evacuation chairs.
• Plan and coordinate planned preventative maintenance contractor attendance, ensuring appropriate site arrangements and follow‑up actions are completed.
• Monitor facilities contracts and supplier performance, including cleaning services, PAT testing and hand tool inspections.
• Support the management of contractors and suppliers, including service quality, safety performance, and site work coordination.
• Liaise with landlords, service providers and agents across all three office locations, maintaining accurate records of compliance, certification and agreed actions.
• Attend formal Hudson House landlord meetings and coordinate any facilities‑related actions arising.
• Act as the primary point of contact between Resonate, our Managing Agent Advisor and landlords/agents regarding facilities matters.

Business Continuity and Systems

• Assist with business continuity planning and readiness of facilities in case of disruption or incident.
• Use appropriate software tools, such as SharePoint, Q-Pulse, ISOtracker, or equivalent, for recordkeeping, scheduling, and reporting.

Skills and Experience

Essential

• Highly organised and flexible, with the ability to manage multiple priorities independently.
• Strong interpersonal and communication skills, with the ability to influence and collaborate across the business.
• Excellent written and verbal communication skills.
• Strong IT skills and the ability to interpret, present, and act on data.
• Experience in Information Management Systems and document control processes.
• Awareness of facilities management and operational support best practice.

Desirable

• Prior experience in a quality, safety, environmental or facilities coordination role.
• Familiarity with ISO management systems (ISO 9001, ISO 14001, ISO 45001).
• Knowledge of QSE‑related procurement, maintenance contracts, or supplier management.
• Experience of working in a technical, engineering, or infrastructure‑based environment.
• Experience supporting business continuity or emergency response planning.

Competencies and Behaviours

We are looking for someone who…

• Takes ownership of systems, processes, and responsibilities.
• Maintains accurate records, applies robust documentation standards.
• Builds effective partnerships with colleagues, suppliers, and stakeholders.
• Shares clear, concise information tailored to the audience.
• Identifies and proposes enhancements to processes and systems.
• Plans and delivers work to deadline, managing time effectively.
• Acts with professionalism and discretion, particularly with sensitive data.
• Ensures internal teams are well supported to operate effectively.

How Our Values Show Up in This Role

At Resonate, we look for people who take responsibility, communicate clearly and work collaboratively to improve how things are done. In this role, that means being proactive in identifying risks, maintaining reliable systems, and supporting a workplace environment that reflects our values and enables others to do their best work.

• Customer Centred Impact: Connects quality, safety, environment and facilities coordinator decisions and delivery to reliable outcomes for customers and users.
• Long Term Thinking: Builds maintainable solutions, processes and capability that support future needs.
• Courage and Responsibility: Raises risks early, gives clear advice and remains accountable for agreed actions.
• Equality and Inclusion: Creates respectful working relationships and brings relevant perspectives into decisions.
• Innovate with Purpose: Improves tools and working methods where change provides a clear customer, operational or business benefit.

Benefits

Work/Life Balance

• 27 days annual leave, in addition to 8 public holidays per year
• 3 discretionary additional days used for shutdown periods (usually over the Christmas/New Year period)
• Family First – provisions and flexible working arrangements to support all colleagues in balancing their responsibilities in and out of work.

Financial

• A competitive salary and pay progression that rewards the value you bring
• Pension plan – currently with Aviva, including matched contributions from 5-8% via salary sacrifice, and access to independent financial advice
• Income protection cover– currently insured for 50% of salary and 10% joint pension contribution in the event of incapacity through illness or injury
• Life assurance cover – currently insured at 6 x annual salary, providing financial peace of mind for those left behind should the unthinkable happen
• Discounted retail vouchers – via two benefits platforms

Wellbeing

• Private health care cover – currently with Bupa, covering you and your immediate dependents on a medical history disregarded basis
• Company sick leave and pay – enhanced provision subject to qualify period of service
• Employee Assistance Programme providing 24/7/365 access to independent and confidential support via an app, web, or helpline to support you with any life challenges