Senior Facilities Coordinator

Pareto FM; Greater London; On-site; GBP 34,000; Full time

Job summary

A leading facilities management company in Canary Wharf is looking for a Senior Facilities Coordinator to ensure the smooth day-to-day operations of the site. The role involves managing mail services, coordinating contractors, and overseeing procurement for facilities works. The ideal candidate must have experience in facilities coordination, be skilled in contractor management, and possess excellent communication and organizational skills. Training and necessary equipment will be provided, along with a uniform.

Benefits

Uniform provided

Training on company procedures

Qualifications

• Experience in a facilities coordination or workplace support role is essential.
• Familiarity with contractor management, including reviewing RAMS and permits.
• Excellent organizational and multitasking skills.

Responsibilities

• Oversee the incoming and outgoing mail and courier services for the site.
• Act as the first point of contact for all contractors attending the site.
• Request, gather, and compare quotes for facilities-related works and services.
• Support wider facilities activities, such as office moves and meeting room setups.
• Ensure all contractors and suppliers comply with site H&S policies.

Skills

Facilities coordination or workplace support experience

Contractor management knowledge

Post room or mailroom management experience

Organizational skills

Communication skills

Proficiency in MS Office

Job description

Job Title: Senior Facilities Coordinator

Reports To: Front of House Manager

Location: Canary Wharf

Contract Type: Full-time

Salary: £34,000

Hours of Work: Monday to Friday 07.30 to 16.30

Job Purpose: The Senior Facilities Coordinator plays a key role in ensuring the smooth day-to-day operation of the site, supporting facilities services, and maintaining high standards across the workplace. The role includes managing the post room function, coordinating contractors and suppliers, and assisting with procurement and quotes for facilities works.

Key Responsibilities

• Post Room Management: Oversee the incoming and outgoing mail and courier services for the site. Ensure timely and accurate distribution of post to departments and individuals. Liaise with courier services and manage special deliveries, including recorded and international shipments. Maintain a secure log for incoming packages and track deliveries.
• Contractor Coordination: Act as the first point of contact for all contractors attending site. Schedule and coordinate planned and reactive works, ensuring all visitors are properly inducted. Ensure contractor RAMS (Risk Assessments and Method Statements) are in place and reviewed prior to works. Monitor contractor performance and elevate any issues to the Account Manager. Maintain up-to-date records of all contractor visits, work permits, and compliance documentation.
• Quotations & Procurement: Request, gather and compare quotes for facilities-related works and services. Liaise with suppliers to obtain best value for the business while meeting service requirements. Prepare quote summaries for review by the Account Manager. Track POs and ensure quotes are linked to correct cost codes and budgets.
• Facilities Support: Support wider facilities activities, such as office moves, meeting room setups, and stock control. Log and track reactive maintenance requests and follow up with appropriate teams. Monitor consumables and place orders where required (e.g., stationery, cleaning supplies). Carry out regular site inspections and report any issues to the Account Manager.
• Health & Safety: Ensure all contractors and suppliers comply with site H&S policies. Assist with emergency procedures, including evacuation drills. Maintain documentation relating to facilities compliance and audits.

Skills & Experience Required

• Experience in a facilities coordination or workplace support role is essential.
• Familiarity with contractor management, including reviewing RAMS and permits.
• Previous experience managing a post room or mailroom function is desirable.
• Excellent organisational and multitasking skills.
• Strong communication and stakeholder management abilities.
• Proficient in MS Office (Word, Excel, Outlook); CAFM systems knowledge is a plus.

Additional Information

Reception duties will be required to provide cover for lunch breaks and leave. Uniform and necessary equipment will be provided. Training will be given on company procedures and health & safety. Must be a fire warden or willing to be a fire warden following training. Must be a first aider or willing to be a first aider following training. Some flexibility in working hours may be required depending on business needs.