Facilities Coordinator

7 months ago

London, United Kingdom Spacemade Full time

**Facilities Coordinator - Coworking & Serviced Offices**

**London WC2R 1AT (Hybrid) - Office in Strand on Mondays, 2-3 days across our London and UK sites, 1-2 days WFH**

**£34,000-38,000 - dependent on experience**

If you are an experienced facilities coordinator looking to develop your career in an organisation that values individuality and fun while playing a key part in service delivery and member satisfaction, then read on

This is a brand-new role - created due to promotion, reporting to the Head of Facilities, you will support internal teams, subcontractors, and clients to ensure timely, budget-friendly, and high-standard project completions. You will oversee the maintenance and condition of multiple coworking office sites, arranging necessary repairs, cleaning, and upkeep. Additionally, you will help maintain security, fire prevention, and safety systems, while conducting site audits to ensure adherence to brand standards. Join us to play a pivotal role in creating safe and efficient work environments.

**You will be**:

- The type of person to thrive working in a fast-paced start-up. Someone who can pivot effortlessly. And enjoy it.
- A natural people person and rapport-builder extraordinaire. Collaborating across departments is a breeze to you.
- A doer & problem solver. You not only take on every challenge, you make sure you always get it done.
- An excellent communicator. Nothing gets misunderstood via you. Clarity is key.

**Your Focus**:
Operational Management
- Conduct site inspections, assessments, and regular audits, ensuring compliance with safety, building procedures and operational standards.
- Oversee maintenance works, logging and addressing any issues promptly to maintain premises in excellent condition.
- Implement and follow established escalation and incident reporting procedures.

Stakeholder and Vendor Relations
- Develop strong working relationships with key client stakeholders, landlords, managing agents, and facilities vendors.
- Assist in the procurement of vendors and services, ensuring timely and accurate financial management, including managing purchase orders and finance trackers.

Compliance and Reporting
- Support the Head of Facilities to ensure statutory compliance paperwork is up to date.
- Provide support for regular management reports and projects, achieving Key Performance Indicators (KPI) and Service Level Agreement (SLA) targets.
- Monitor and coordinate the suppliers, ensuring consistent and high-level service delivery and identifying areas for improvement.
- Understanding and enforcing compliance with health and safety standards and regulations to ensure a safe environment for all users.

Administrative Support
- Assist with the monthly reports and other financial processes.
- Support Head of FM with administration tasks and FM reporting.
- Act as the key point of contact for office teams and internal queries, reporting major issues to the Head of Facilities.

Success in this role is achieved through achieving KPIs, controlling budgets and receiving good scores via the member Net Promoter Score (NPS).

**Skills & Knowledge**:

- A good understanding of building systems, including HVAC, electrical, plumbing, and security systems. Familiarity with maintenance and repair processes is essential.
- Experience in planning and executing projects, such as renovations or new installations, including coordinating with contractors and ensuring timely completion.

**Why work for us?**

A supportive, friendly, hard-working team.

Quarterly team socials & get-togethers.

Bring your pooch to work - we are a dog-friendly office.

Take a half-day on your birthday.

A mental health personal day.

One paid charity day per year.

Competitive salary and bonus scheme.

25 Days holiday per year (excluding Bank Holidays).

£50 per month wellbeing allowance.

Cycle to work salary sacrifice scheme £2000

**Who we are**

At Spacemade, we believe that a workspace is more than just a space to work. We think that it should be a space made with soul and a place to belong.

This is why when you join Spacemade, you don’t just get an office or a hot desk; you become part of a vibrant community of like-minded professionals who come together to share ideas, knowledge, and opportunities.

We are proud to be a certified BCorp business.

**What next?**

If you’re a match, we will ask for
- a virtual with our Head of People - Jose - this is super informal and lasts around 20-45 mins
- a virtual with your future line manager - Michael - this will be a deeper dive into your experience and suitability. This stage will last 30-45 mins
- A take-home task to be completed for as part of your final
- a final meet with Head of Finance and Head of FM, your take-home task will be covered in this stage.

We’re an equal opportunity employer. Everyone who applies to Spacemade will be considered for employment without attention to race, age, ethnicity, religion, sexual orientation, gender, family or p

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