Workplace Coordinator

Ryan Specialty; City Of London; On-site; GBP 45,000 - 60,000; Full time

Job summary

A leading facilities management company is seeking a Regional Facilities Specialist in London. The role includes overseeing the maintenance and operations of multiple facilities, ensuring compliance with regulations, and managing daily operations for the London office. Candidates should have experience in facilities management and strong project management skills. The role demands a proactive self-starter capable of thriving in a fast-paced environment.

Qualifications

• Demonstrable experience in workplace or facilities management.
• Strong end-to-end project management experience.
• Proficient in Microsoft Office suite and legal documents.

Responsibilities

• Oversee maintenance and operations of multiple facilities.
• Coordinate facilities and operations for the London office.
• Manage security/access control badges.

Skills

Workplace management

Project management

Organizational skills

Communication

Microsoft Office proficiency

Job description

Position Summary

Position Summary: The Regional Facilities Specialist oversees the maintenance and operations of multiple facilities in a designated region. This role involves ensuring that all facilities are operating efficiently, safely, and in compliance with regulations. The ideal candidate will have extensive experience in facilities management, strong leadership skills, and the ability to manage multiple sites simultaneously.

Location

London - UK

What will your job entail?

Essential Duties and Responsibilities include but are not limited to:

• Facilitate the resolution of day-to-day issues and questions from landlords, vendors, and all internal stakeholders relating to the office.
• Coordinate day-to-day facilities and operations for the 3 floors of the London office, including but not limited to:
• Furniture checks
• Room and common-area checks
• Follow-up on issues needing to be addressed with furniture or conference rooms
• Monitor coffee machine functionality and cleanliness
• Manage cleaning day porter to ensure they are meeting expectations
• Monitor copiers/printers for functionality, paper, toner, etc.
• Coordinate contractors working onsite
• Act as back-up for Receptionists as needed
• Manage security/access control badges with landlord team
• Management of stationery levels and ordering as needed
• Liaise with AV vendors and/or IT to ensure all Teams and other equipment is functional
• Complete daily Health & Safety audits
• Administrative support to Manchester UK Office Staff/Team
• Update Floor Plans/Seating Charts in WISP specifically for London and other assigned offices
• Process all London office facility and real estate related vendor contracts/documents/invoices in the Workday system for signatures, PO’s, and send for payment processing (once trained & given access)
• Run monthly access control system reports to create utilization percentages for the London office.
• Support the International Real Estate & Facilities Manager in the update of the real estate project report weekly.
• Process applications, payments, and renewals for Business Rates for London.
• Participate in team meetings and meetings on unresolved facility issues in an expeditious and professional manner, seeing all through to resolution.
• Facilitate office/building signage, working with Marketing to have them design and approve.
• Manage any applicable offsite file storage and destruction when needed.
• Order and install new name plates (if applicable) for new/moved offices

Required Knowledge, Skills, and Abilities

• Demonstrable experience in workplace or facilities management
• Understanding of UK Health and Safety Legislation
• IOSH is preferred
• Ability to thrive in a fast-paced environment with multiple projects, deadlines, and shifting priorities.
• Strong end-to-end project management experience.
• Proven self-starter with strong organizational skills, with capacity to execute and deliver on results.
• Providing periodic reports and updates to team and the VP of Real Estate & Facilities.
• Ability to manage change and communicate with all impacted parties throughout the process.
• Effectively managing workload, ensuring successful execution of duties and proper communication.
• Working cooperatively and effectively with others to set goals, resolve issues, and make informed decisions.
• Proficient in the use of Microsoft Office suite, space planning tools, and deciphering contracts/legal documents.
• Ability to travel as a back-up or secondary resource for projects, often without significant advanced notice.

Disclaimer

Disclaimer: Ryan Specialty is an Equal Opportunity Employer. We are committed to building and sustaining a diverse workforce throughout the organization. Our vision is an inclusive and equitable workplace where all employees are valued for and evaluated on their performance and contributions. This policy extends to all aspects of our employment practices, including but not limited to recruiting, hiring, discipline, firing, promoting, transferring, compensation, benefits, training, leaves of absence, and other terms, conditions, and benefits of employment.