Facilities Coordinator

2 weeks ago

London, United Kingdom Nesta Full time

**We are recruiting for a part time Facilities Coordinator**

**About Nesta**

We are Nesta, the UK’s innovation agency for social good. We design, test and scale solutions to society’s biggest problems. Our three missions are to give every child a fair start, help people live healthy lives, and create a sustainable future where the economy works for both people and the planet.

For over 20 years, we have worked to support, encourage and inspire innovation. We work in three roles: as an innovation partner working with frontline organisations to design and test new solutions, as a venture builder supporting new and early stage businesses, and as a system shaper creating the conditions for innovation.

Harnessing the rigor of science and the creativity of design, we work relentlessly to change millions of lives for the better.

**The role**

The Building Management team is looking for a part time Facilities Coordinator to join them. You will be working alongside the Building Management Team undertaking a broad range of administrative tasks, including:

- Assist in the day-to-day running of the department, working alongside the wider team
- Support the Office and Facilities Services Management team with administrative tasks as and when required including, but not limited to, scheduling meetings, screening and directing phone enquiries, updating spread sheets, filing, arranging conference calls, collating information and preparing reports.
- Distributing to relevant parties within a reasonable timescale. Minutes include Weekly Dept Meetings, Health & Safety, Projects, Building Management meetings as required and ad hoc Facilities/Engineering meetings
- Responsible for following up actions from minutes, and ensuring staff close out all actions on minutes.
- Preparation and execution of specific compliance meetings.
- Administration of Office Services policies and procedures master index spread sheet, undertaking monthly reviews with all relevant department staff to be assured that information is accurate and current
- Chasing individuals up on their deadlines and escalating non-adherence to the relevant Head of Departments
- Processing invoices and raising PO’s
- Handling queries, ensuring that concerns are dealt with tactfully, attempting to resolve minor matters and ensuring that more serious issues are referred to the appropriate member of staff.
- Support with Lost Property.
- Monitoring and being the first point of contact for the department's communication channels.
- Providing exceptional customer service to tenants, guests and visitors.
- Demonstrating a working knowledge of all tenants within the building.
- Adhering to the visitor management system to ensure visitors and guests are managed in an efficient and safe manner.
- Deal with customer complaints politely and positively making every effort to quickly resolve at the first point of contact before referring to the line manager.
- Assist the Building Management Team in ensuring colleagues and visitors comply with policies such as Health & Safety.
- Develop, implement, and improve administrative processes.
- Proactive & punctual approach to the working day.
- Monitoring occupancy levels on tenant floors.

**The Person**:

- Demonstrable experience in a similar environment.
- Excellent communication skills both written and verbal.
- Attention to detail and ability to problem-solve effectively.
- High level of energy and enthusiasm to work under pressure and to prioritise requests in a demanding environment.
- Excellent organisational skills - able to maintain composure in a fast-paced team and able to multitask whilst working to tight deadlines.
- Ability to learn systems quickly.
- Commercial / Financial experience in a commercial services contract environment
- Prior client facing experience
- Evidence of strong understanding of the importance of process and control within Commercial
- Positive attitude to change and ability to be flexible to the changing priorities of the role

**What we offer**

**Salary**: circa £18,000 part-time salary (£30,000 FTE) plus array of benefits, including private medical insurance, dental insurance, the ability to buy and sell annual leave, eyecare vouchers and more

**Location**: This role is based in Blackfriars, Central London

**Term**: Permanent

**Hours**: This is a part-time role (22.5 hours), the working hours are negotiable

Interviews will take place w/c 19th of Feb 2024 and w/c 26th of Feb 2024.

**At Nesta, we believe that a diverse workforce leads to an organisation that is more innovative, more creative and gets better results.**

We want our workforce to represent the diversity of the people and communities we serve. We also want our workplace to be one where different experiences, expertise and perspectives are valued, and where everyone is encouraged to grow and develop.

We recognise the importance of a good balance between work and home life, so we do everything we can to accommodate flexibl

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