Workplace Operations Coordinator

CBRE, Inc.; City of Westminster; On-site; GBP 40,000 - 60,000; Full time

Job summary

A prestigious national institution in the UK is seeking a Facilities Coordinator to monitor and manage the maintenance of its historic building. The successful candidate will ensure compliance with health and safety regulations, oversee daily operations, and support sustainable practices. Strong communication and problem-solving skills are essential. Candidates should possess relevant certifications such as ISOH Managing Safety and First Aid. This role requires adaptability and commitment to the institution's workplace values.

Qualifications

• Manage day-to-day maintenance of a large building.
• Support health & safety operations and training.
• Champion sustainable practices across all facilities activities.

Responsibilities

• Coordinate building maintenance and inspections.
• Conduct health & safety inspections and fire tests.
• Support admin tasks for the facilities management team.

Skills

Communication

Problem-solving

Time management

Initiative

Sustainability practices

Education

ISOH Managing Safety Qualification

First Aid Qualification

Fire Marshal Training

Job description

The British Academy – the UK’s national body for the humanities and social sciences – is seeking a Facilities Coordinator to join our Estates and Facilities Team to monitor and manage the day‑to‑day maintenance of our historic building, supporting staff and organising sub‑contractors to resolve issues as they arise.

Role Purpose

The Facilities Coordinator will be responsible for providing effective and efficient support for the running and maintenance of our prestigious building, responding to facilities issues as they arise and managing the operation and administration of hard and soft services. The role includes supporting the Health & Safety functions, running the Facilities Help Desk, managing the CAFM system and contributing to best practice under the supervision and guidance of the Operations and Facilities Manager to ensure regulatory and statutory requirements are met.

Key Responsibilities

• Building Management – ensure the building meets standards through visual checks and inspections; coordinate PPMs, office maintenance, office moves, DIY tasks and fault finding; administer the FM helpdesk; attend reactive calls/e-mails; liaise with contractors; manage site access and contractor permits; maintain Royal Mail/post and courier services; oversee access control systems and card issuance; keep office supplies stocked and cleaned; liaise with the stationery contractor; conduct weekly site cleaning audits.
• Health & Safety & Training – conduct daily/weekly health & safety and fire equipment inspections; undertake weekly fire alarm tests; assist with staff inductions and DSE workstation assessments.
• Administration – support additional admin tasks for the FM team; provide cover for colleagues; log contractor requests and keep the team updated.
• Sustainability – champion sustainable practices across all facilities activities, including waste management, recycling, energy efficiency and sustainable procurement; monitor compliance with environmental policies; support building‑wide initiatives to reduce environmental impact.

Key Stakeholders

• Internal: Staff & Fellows of the Academy
• External: Subcontractors & Visitors

Requirements & Qualifications

• ISOH Managing Safety Qualification (desirable)
• First Aid Qualified (desirable)
• Fire Marshal trained (desirable)
• Ability to work on a rotation shift, late evenings, and weekends as required (time in lieu and overtime will apply).
• Committed to the British Academy’s Workplace Values: Collaboration, Creativity, Empathy, Excellence, Integrity, Resilience and Respect.

Working Relationships & Core Competencies

• Communicates effectively, is proactive, demonstrates a positive attitude, and uses initiative.
• Develops knowledge and skills quickly, adapts to new ideas and change, and manages time and resources effectively.
• Solves problems rationally, identifies opportunities, remains resilient, and manages pressure decisively.
• Leads by example, inspires others, and handles crises calmly and decisively.