Workplace Co-Ordinator

Mitie; City of Westminster; On-site; GBP 60,000 - 80,000; Full time

Job summary

A leading facilities management company in the United Kingdom is seeking a Workplace Coordinator to enhance service delivery across multiple client sites. The role focuses on proactive client engagement, maintaining workplace standards, and supporting compliance efforts. Candidates should possess strong communication skills, leadership capabilities, and have a background in facilities management. This is an excellent opportunity for those looking to make an impact in a dynamic environment.

Qualifications

• Previous experience in large scale account and IFM service delivery.
• Confidence in communicating effectively with various individuals.
• Ability to manage and prioritize workload effectively.

Responsibilities

• Deliver FM services efficiently, anticipating customer needs.
• Engage with partners and service teams for effective communication.
• Maintain cleanliness and functionality of communal areas.

Skills

Customer service

Communication

Leadership

Analytical thinking

Stakeholder management

Problem-solving

Tools

MS Office 365

Job description

Job Overview

As a Workplace Coordinator, you will be accountable for the FM services delivery across our clients' sites as well as being responsible for all FM communication to the internal colleagues. You are a key part of every customer's journey and experience whilst in the building and are an ambassador to exceptional customer service. Establishing great relationships with our customers and inspiring the team to take full ownership of all FM services are key to this role as well as driving the FM Customer service agenda across our service teams. By doing so, this role will make a real contribution to making our clients' workplace a fantastic working environment.

Main Duties

• Deliver FM Services Proactively – Ensure all facilities management services are delivered efficiently, anticipating customer needs and maintaining high service standards.
• Act as Primary Liaison – Engage with MITIE partners, FM Helpdesk, and service teams to coordinate responses and keep customers informed on progress.
• Customer Engagement & Updates – Provide regular face-to-face updates to our clients' colleagues, gather feedback, and maintain strong stakeholder relationships.
• Maintain Workplace Standards – Take ownership of communal areas and meeting rooms, ensuring cleanliness, functionality, and proper AV setup.
• Monitor & Report Service Requests – Log and track jobs in CAFM, report issues promptly, and ensure completion within agreed SLAs.
• Lead Meetings & Communication – Conduct daily start-up and weekly wash-up meetings, plus monthly stakeholder meetings to build collaboration and resolve issues.
• Compliance & Administration – Manage compliance documentation, purchase orders, and staff move updates in line with company procedures.
• Support & Deputise – Provide guidance on Quality, Health, Safety, and Environmental matters, oversee mailroom processes, and deputise for the Workplace Manager when required.

Person Specification

• Must have previous experience in large scale account. customer service and IFM service delivery, helpdesk processes, workflows with knowledge of HR and QHS&E procedures and legislation.
• Clear, confident communication skills with the ability to communicate effectively with a wide range of people both written and verbal.
• Team player with an enthusiastic attitude
• Self-motivated and creative
• Analytical thinker with demonstrable problem-solving skills.
• Good relationship and stakeholder management
• Ability to manage and prioritise workload effectively
• Strong leadership skills
• Computer literate with MS Office 365 and confidence in learning new systems.