Facilities Coordinator

Location: Multi-site
Reporting To: Operations Manager

Job Purpose

The Facilities Coordinator supports the day-to-day running across the portfolio, ensuring that facilities, services, and tenant needs are managed efficiently. The role involves coordination of maintenance, health & safety compliance, contractor management, and administrative support to maintain a high-quality working environment.

Key Responsibilities

Operations & Facilities Support

• Assist in the daily operations, ensuring all communal areas are clean, safe, and well-maintained

• Conduct regular site inspections and report maintenance issues

• Coordinate planned and reactive maintenance works

• Liaise with cleaning, security, and landscaping teams

Tenant & Customer Service

• Act as a first point of contact for tenants and visitors

• Respond to tenant queries and service requests promptly

• Support tenant onboarding (move-ins) and offboarding (move-outs)

• Help maintain positive tenant relationships

Contractor & Supplier Coordination

• Assist with booking and supervising contractors on-site

• Ensure contractors comply with site rules and UK health & safety regulations

• Maintain contractor records, permits, and risk assessments

Health & Safety Compliance

• Support compliance with UK legislation, including:

• Health and Safety at Work Act 1974

• Fire safety regulations

• Assist with risk assessments, incident reporting, and safety audits

• Ensure signage and safety procedures are up to date

Administrative Duties

• Maintain records (maintenance logs, compliance documentation, service contracts)

• Raise purchase orders and process invoices

• Assist with budgeting and cost tracking

• Prepare reports for management

Security & Emergency Support

• Assist in monitoring site security systems and access control

• Support emergency procedures (fire alarms, evacuations, incident response)

Skills & Experience

Essential

• Previous experience in facilities, property, or operations support

• Strong organisational and multitasking skills

• Good communication and customer service skills

• Basic IT skills (Microsoft Office: Word, Excel, Outlook)

• Understanding of health & safety practices

Desirable

• Experience in commercial property o
• r business park environments

• Knowledge of CAFM systems (e.g., Planon, Concept, FM systems)

• IOSH Working Safely or equivalent qualification

Personal Attributes

• Proactive and hands-on approach

• Strong attention to detail

• Reliable and able to work independently

• Professional and approachable

Working Hours

• Monday–Friday, 8:00am–4:30pm (may vary depending on site needs)