Facilities Coordinator

Bright Horizons UK; United States; Remote; USD 30,000 - 75,000; Full time

Job summary

A leading company seeks a Facilities Coordinator for a remote role with travel requirements. This position involves maintaining property management, supporting compliance, and leading contractor relationships. Applicants should have strong analytical skills and experience in facilities management. Join an inclusive workplace that values diverse backgrounds.

Qualifications

• Experience in Facilities and Property Management essential.
• Strong written and oral communication skills required.
• Ability to analyze complex data and produce reports.

Responsibilities

• Deliver customer-focused facilities services and maintain communication.
• Conduct monthly reporting and data analysis for compliance.
• Manage contractor relationships and oversee internal systems.

Skills

Communication

Analytical Skills

Customer Service

Education

Level 3 qualification in business/administration

Educated level 3 in Facilities Management or Project Management

Tools

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Facilities Coordinators Needed Permanent / Full Time / Remote – with travel for meetings and nursery visits Head Office – Based in Northampton Salary From: £30k This role is a remote based role supporting our facilities and property areas of the business. Some travel is required. Key Tasks and Responsibilities:

• Deliver a customer-focused facilities service, maintaining clear and consistent communication with both internal and external stakeholders to foster strong, collaborative relationships.
• Collaborate with Property Asset Managers via the CRM system to ensure accurate administration of lease data, business rates, Insurances, service charges, and other property-related information.
• Support the management of contractor and landlord relationships, including contract administration and performance monitoring for both national and regional service providers.
• Lead the management, and support of the internal CAFM system, ensuring correct usage by contractors and internal teams through effective communication, training, and guidance materials.
• Conduct monthly reporting and data analysis using the internal CAFM and CRM systems and contractor/landlord-provided data to inform decision-making and track performance.

• Build and maintain strong working relationships with colleagues, contractors, and business partners. Foster effective communication and collaboration to ensure work is prioritised and executed efficiently, with prompt resolution of issues to meet customer satisfaction.
• Support the Facilities Leadership Team in maintaining accurate and up-to-date legislative compliance records across nursery sites. Ensure documentation is stored on the CAFM portal and generate monthly compliance reports for the Keeping Everyone Safe Management Board. Escalate any non-compliance or missing data to the appropriate Facilities Manager or contractor account manager.
• Oversee and audit the internal CAFM system for the assigned division, ensuring timely completion of all scheduled works
• Collaborate with senior management to design and document effective Repairs & Maintenance and Soft Services procedures.
• Administer the Contract Variation Procedure in coordination with contractors and the internal finance team. Ensure accurate financial provisioning and reconciliation in line with monthly, quarterly, and annual reporting requirements.
• Analyse data from the contractor portal and internal CAFM system to produce monthly reports on service level agreements, call volumes, and key performance indicators (KPIs).
• Manage surplus and vacant properties, ensuring compliance with insurance requirements, utility transfers, and implementation of appropriate security measures such as temporary guardianship.
• Attend monthly contractor meetings, prepare minutes, and develop action plans for both internal and contractor stakeholders.
• Serve as the primary contact for all nursery-related feedback/queries regarding all Facilities and Property enquiries. Coordinate surveys, monitor customer satisfaction, and compile reports for management review.
• Evaluate service charge and insurance invoices for accuracy, including assessment of run rates and review of budgets and policies from landlords or managing agents.
• Reconcile open purchase orders in the P2P system to confirm job completion and finalise accounts.
• Take ownership of the shared departmental inbox for the assigned division, ensuring timely and appropriate responses.
• Maintain and update all Facilities & Property processes and user guides on the BrightWeb platform.

Essential Experience

• Strong knowledge and experience of the principles of Facilities and Property Management, both hard and soft services would be desirable.
• Exceptional written and oral communication skills both internally and externally to the business. Capable of generating monthly performance reports and presenting to all levels throughout the organisation.
• Strong analytical skills, capable of creating/analysing complex spreadsheets and producing executive data summaries for review and publication internally and externally
• Excellent working knowledge of Microsoft Office, chiefly Excel, Outlook, and PowerPoint
• Knowledge/Experience of complex Service Level Agreements (SLA’s) for multisite facilities would be desirable

Desired Experience

• Level 3 qualification (or equivalent) in business/administration
• Educated level 3 in either Facilities Management or Project Management
• Willingness to undertake further training/qualification in Facilities Management/ Contract Management/Project management

Bright Horizons are committed to creating inclusive environments where everyone has a sense of belonging and has the opportunity to contribute and thrive in meaningful and impactful ways. We are an inclusive employer and welcome people from all ages and backgrounds to apply. We will consider reasonable adjustments required by applicants. Please note, due to our sector all roles are subject to an Enhanced DBS

We look forward to receiving your application!

If you experience any problems, please [e-mail] we will be happy to help.