Facilities Coordinator
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Description
The Facilities Coordinator plays a vital role in the day-to-day operations of the London office and sits within our Office Support function.
This role is a 12-month fixed-term contract.
This role is a 12-month fixed-term contract.
- Coordinate and monitor planned and reactive facilities maintenance, repairs and minor works.
- Ensure compliance with all applicable Health & Safety legislation, regulations, Approved Codes of Practice (ACoPs), and company policies.
- Conduct regular workplace inspections and audits, identifying hazards and ensuring corrective actions are implemented in a timely manner.
- Review and maintain contractors' compliance documentation, including Risk Assessments and Method Statements (RAMS), insurance certificates, and ensure Permit to Work applications are submitted through the landlord portal.
- Support the Senior Office Services Manager in monitoring and controlling Facilities and Health & Safety budgets and expenditure.
- Upload invoices into Concur, process facility-related expenses, and maintain the Operational Expenditure (Opex) spreadsheet.
- Coordinate and manage office desk moves, departmental relocations, seating plans, and workplace changes, ensuring minimal disruption to business operations.
- Support the Senior Office Services Manager in coordinating office fit-outs, refurbishments, workplace improvements, and office moves, working closely with contractors and key stakeholders to ensure projects are delivered safely, on time, within budget, and in compliance with Health & Safety requirements. Previous corporate experience managing fit-outs and refurbishment projects is essential.
- Liaise with vendors, suppliers, and contractors regarding service delivery, Service Level Agreements (SLAs), and contract renewals.
- Maintain inventory levels for office equipment, furniture, facilities supplies and other assets.
- Schedule and coordinate planned preventative maintenance (PPM) activities and manage reactive maintenance requests.
- Respond promptly and effectively to maintenance emergencies and coordinate appropriate remedial actions.
- Liaise with employees, contractors & landlord building management team to ensure efficient delivery of facilities services.
- Conduct New Starter Health & Safety and Facilities inductions.
- Carry out Display Screen Equipment (DSE) assessments, Personal Emergency Evacuation Plans (PEEPs), and other risk assessments as required.
- Work collaboratively with the wider Integrative team regarding various administrative overflow tasks and assisting with important delegation visits and key calendar dates i.e. International Energy Week etc.
- Degree educated
- Proficiency with Microsoft Office & Advanced Excel. Ideally IOSH or NEBOSH qualified and methodical in approach to managing risks and adhering to HSE legislation.
- Previous experience from a corporate background required, i.e., law, finance or management consultancy.
- Excellent communication and interpersonal skills.
- Strong organisational skills with the ability to prioritise, schedule, and manage multiple tasks effectively.
- Collaborative team player with the ability to build strong working relationships across all levels of the business.
- High level of confidentiality, professionalism, and discretion.
- Proficient in Microsoft Office, with advanced Excel skills.
- Excellent written and spoken English, with strong spelling and grammar.
- Exceptional attention to detail and accuracy.
- Resourceful, proactive, and able to work independently using initiative.
- Customer-focused with a commitment to delivering high-quality workplace experience.
- Strong problem-solving skills and the ability to respond effectively to changing priorities.
- Experience coordinating office moves, fit-outs, and refurbishment projects within a corporate environment.
- A flexible approach to supporting business needs
- Punctual, reliable and a strong team player
This role offers a competitive salary (commensurate with experience), plus a comprehensive benefits package, including Private Medical, Dental and Travel Insurance, Life Assurance, Annual Gym Allowance, Contributory Pension Scheme, 25 days annual leave, Discretionary Bonus, and more. This is a full-time position, with the successful candidate being required to attend the London office 5 days per week.