Facilities Coordinator

7 days ago

Nottingham, Nottingham, United Kingdom Newmark Full time £30,000 - £55,000 per year

Facilities Coordinator in daily operations of offices. Serve as a point of contact for employees, visitors, vendors, assisting the Facilities Manager, ensuring that the workplace is welcoming, compliant, and functioning at the highest standard.

ESSENTIAL DUTIES:

Facilities & Vendor Coordination

  • Support the implementation and maintenance of Facilities Management processes, aligned with global standards.
  • Liaise with vendors and contractors for routine maintenance, repairs, and services.
  • Log and track all operational and maintenance activities via CMMS system.
  • Support the Local FM with data collection for dashboards and reporting, such as environmental and statutory.

Operational & Administrative

  • Perform inspections of properties to ensure workplace is in compliance, maintenance is being performed, level of cleaning is at highest standards.
  • Assist in budget development.
  • Review and assist with invoice review and coding to appropriate budget category.
  • Assist Project team with employee moves as applicable.
  • Maintain data base of occupancy, ensuring floor plans and seating are current.
  • Assist in development of monthly financial and operating reporting.

Health, Safety & Compliance

  • Act as support for Health & Safety activities (following training), supporting EHS activities, communications, and policy enforcement.
  • Conduct or participate in periodic safety inspections and risk assessments.
  • Identify safety issues, notify supervisors, and follow up on corrective actions.
  • Maintain documentation related to visitor safety, vendor compliance (e.g., IMSS/SUA documentation), and incident reporting.
  • Coordinate with the Occupational Health and Safety Committee and participate in investigations and preventative actions.

Front-of-House & Office Operations
(May be asked to assist as a back-up to Receptionist)

  • Welcome and register visitors, manage access credentials, and ensure visitors are informed of security protocols.
  • Handle incoming calls, direct queries, and maintain records of daily office visits and access logs.
  • Manage the reception area, coordinate mail/courier deliveries, and ensure collection schedules align with internal policies.
  • Serve as the primary point of contact for all office-related needs and coordinate with internal departments (e.g., HR, IT, Security).

Additional Responsibilities

  • Monitor and support Covid-19 related protocols, including temperature checks and incident handling (as applicable) .
  • Own and manage internal communications channels (e.g., Slack) for facilities updates and alerts.
  • Continuously identify opportunities to enhance workplace safety, comfort, and operational efficiency.

SKILLS, EDUCATION AND EXPERIENCE:

  • Outstanding Customer Focus
  • Flexible and energized
  • On-site presence during working hours
  • Good communications skills both oral and written
  • IT Literate (MS Suite including Teams, Excel, Word)
  • Prior Occupational Health & Safety Training is a plus

WORK SETTING:

  • Competitive Salary
  • Discretionary bonus
  • Modern working environment
  • Supportive and customer focused environment
  • Team building activities
  • Safety culture

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