Facilities Coordinator

Smart 1 Recruitment Limited; East Hagbourne; On-site; GBP 25,000 - 35,000; Full time

Job description

Established Facilities Management organisation seeks a Facilities Coordinator to join their busy team to support Clients, Suppliers, Management and other staff as required. Reporting to Contract Manager, proven experience in the Facilities management industry and within a Conference centre environment is essential to this role of Facilities Coordinator.

The Facilities Coordinator role is offered as a permanent contract with a competitive salary and company benefits. The ideal candidate will demonstrate excellent administration, communication, customer service skills and have good working knowledge of facilities, events and associated duties.

Facilities Coordinator duties will include:

1. Comply with all legislative requirements
2. Plan and allocate tasks to the technical team, contractors, directly employed engineers, and third parties as needed
3. Ensure planned preventative maintenance (PPM) is accurate, completed within service level agreements and well-documented
4. Monitor active jobs, ensuring planning, escalations, and CAFM system updates are completed at each stage
5. Collate and prepare operational and performance data for company and client reports
6. Liaise with H&S, Compliance, and Property Managers to ensure all risk assessments, method statements, and permits are in place
7. Raise ad hoc purchase orders (POs) for parts and labour on behalf of engineers
8. Manage Elogbooks activities to support various business departments
9. Prepare and facilitate invoicing
10. Ensure consumables (e.g., paper, cleaning supplies, beverages) are ordered and well-stocked
11. Liaise with IT, on-site team, and FM team for accommodation projects
12. Ensure conference rooms are cleaned and set up after events
13. Manage contractor relationships and bookings
14. Support exports and postal operations
15. Lead facilities-related projects
16. Request and review supplier quotes
17. Prepare quotes for client approval
18. Organise external furniture procurement for events
19. Prepare monthly report details for Contract Manager
20. Support VIP event coordination
21. Collaborate with clients on project requirements and progress

Skills/Experience required by successful candidate for the role of Facilities Coordinator:

1. Previous experience within a similar role within Facilities Management industry - desirable
2. DBS Check (current or applied)
3. Ability to prioritise work effectively to meet business requirements with demonstrable planning and organisational skills
4. Attention to detail and high level of accuracy
5. Ability to communicate within and across functions at all levels and with confidence
6. Ability to adapt to changing requirements
7. A desire to develop as an individual, willing to embrace new challenges
8. A self-starter and able to work autonomously
9. Able to follow processes in line with requirements

Location: Harwell, Didcot
Hours of Work: Monday to Friday 08:30 - 17:00
Salary: Negotiable dependent upon experience

If you have previous experience as a Facilities Coordinator or similar role within the Facilities Management industry, then please apply today.