Facilities Co-ordinator

6 months ago

London, United Kingdom What's Possible Group Full time

**About the Group**

What's Possible Group is an independent media and marketing services agency. With an evidence-based approach, we provide media planning and buying, data science, brand partnerships and creative solutions.

Our independence gives us the freedom to keep challenging the status quo to achieve even better results. Everything we do - from the people we hire to the tools we build - is about future proofing our clients. Our capabilities have been built and shaped by their needs.

**The role**:
We are seeking a Senior Facilities Co-Ordinator to join us here at What’s Possible Group. We’re a media/marketing agency. We will never stop innovating new solutions that benefit our clients and people, and you will have a similar mindset regarding where we work. We need an exceptional Facilities and Building Manager to help deliver and support our business transformation and growth in an effective, efficient, sustainable, and enjoyable way.

**Location**:The role requires you to be based at 94 White Lion Street, N1 9PF, between 08:00 and 17.30 pm, Monday to Friday. (Flexible 7.5-hour shift).

**What you’ll be doing**:

- Manage the day-to-day operation of our central London head office of hard and soft services to maintain an environment of the highest standards. You are responsible for defining and documenting our standards and measuring through regular reviews that they are being met.
- Servicing tenants within our building, providing support, being a primary point of contact, and dealing with requests, issues, and contract renewals.
- Responsible for scheduling and working with contractors for all reactive and planned maintenance tasks, including tracking work progress and following up to ensure task completion.
- Liaising with suppliers to ensure the office remains stocked with office, kitchen, and bathroom supplies and coordinating deliveries.
- Demonstrate a proactive communicative approach whilst managing the London office facilities and rectifying any raised issues.
- Building a solid relationship with each internal department, tenants, and contractors to ensure the smooth running of the office.
- Ensuring all requests and enquiries are addressed promptly.
- To help obtain work quotes from our known suppliers for any small work required by What’s Possible Group.
- Touch base with our two maintained office sites in Kent and Bristol and facilitate any requests or needs they may have.
- Ensuring all building information, records and compliance documentation are maintained and tracked for the London office. This means that the data is available and updated if requested/required.
- Ensure the meeting rooms are inspected daily, kept presentable, and adequately stocked with suitable materials.
- Providing reception cover as required.
- Adhering to all company health and safety requirements.
- Ensuring the office remains clean and hazard-free.
- Ensuring all workspace and tech procurement is coordinated, tracked, and managed against budget.
- Ensuring all Workspace and Tech Assets are registered, tracked & maintained and reportable in the WPG asset database.
- Work with Tech teams to manage and coordinate all courier and postage of Technology to WPG sites and home workers.
- Perform DSE Assessments and assist home workers with home workstation assessments (training will be provided).

**Requirements**:
**Key Deliverables.**
- To ensure the smooth running of the London What’s Possible Group office.
- To be the first point of contact for any Facilities issues.
- To keep 94 White Lion Street compliant.
- To be a familiar and respected face across the What’s Possible Group family.
- Work with the Technology teams to align on meeting and workstation technology, providing a consistent working experience to our colleagues.
- Maintain and manage the workspace and technology asset database.
- Manage Courier/Postal services for all workspace technology and peripherals.
- Ensure DSE workstation assessments are completed and documented for office and home working.
- Provide Reception support for our Tenants and staff.
- Managing budgets and contracts, securing our current and future revenue streams.

**Who you’ll be**:

- Have at least 24 months of experience in facilities and building management, and you want to grow your expertise and knowledge.
- Are qualified in Facilities/Property Management & Health and Safety. - NEBOSH or IOSH qualification desirable.
- Proficient in workspace regulations, laws, and processes.
- Are commercially minded and can negotiate contractual terms with our tenants and suppliers.
- I have previously managed a facilities budget and have a proven track record of making cost savings.
- Understand agile working environments.
- Personable and can build relationships within our business and with suppliers and tenants.
- You’ll be a great communicator, keeping us proactively informed about changes that are being made.
- You’ll be able to make and maintain excellent relationsh

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