Facilities and Office Coordinator

Business Unit:
Global Sourcing, Corporate Services & OCOO Administration

**Job Description**:
Role Summary

The Facilities and Office Coordinator role serves to ensure the smooth and efficient operation of the office environment, including facilities management, vendor coordination, health & safety compliance and statutory obligations. This role supports a high-performing financial services office by maintaining a safe, compliant and productive workplace.

Whilst the expectation is for this role to reflect the Company’s normal working hours of 09.00 - 17.00, from time to time there may be a business request to work outside of business hours.

The responsibilities of the individual in this position include:
Regulatory & business conduct- Displaying exemplary conduct and living by our organizations Code of Conduct.- Taking personal responsibility for embedding the highest standards of ethics, including regulatory and business conduct across the business.- Effectively and collaboratively identifying, escalating, mitigating and resolving risk, conduct and compliance.

Facilities management- Overseeing day-to-day office operations, including maintenance, cleaning, security, and utilities.- Managing relationships with third-party service providers and contractors.- Conducting regular office inspections and ensuring timely resolution of issues.- Maintaining inventory of office supplies and equipment.

Health & safety compliance- Ensuring compliance with UK HSE regulations, including COSHH, DSE, and manual handling.- Maintaining and updating the Health & Safety Policy and ensuring staff awareness.- Coordinating first aid and fire warden training and maintaining certification records.- Carrying out periodic health and safety checks and ordering the required supplies for first aid points and equipment.- General health and safety duties including some risk assessments and knowledge of statutory compliance requirements.

Statutory & regulatory compliance- Ensuring the office complies with all relevant UK statutory requirements (e.g. fire safety, electrical testing, water hygiene).- Maintaining accurate records of inspections, certifications, and maintenance logs.

Office coordination- Supporting onboarding of new employees, including desk setup, access cards, and H&S induction.- Managing meeting rooms, office layout planning, and space optimisation.- Coordinating office events and employee engagement initiatives.- Supporting budget tracking and invoice processing for facilities-related expenses.- Providing ad-hoc reception coverage.- Vendor and supplier relationship management

Vendor management- Liaising with service partners and contractors to ensure regular activities are undertaken for recycling and confidential waste.- Supplier relationship management.

Office / Facilities Management- Co-ordinating reactive repairs and small facilities projects.- Conducting daily walk around checks which include all safety and signage security (including fire, intruder alarms and emergency escape routes and doors).- Reporting any issues to the Facilities Manager.- Ensuring all site equipment is checked daily e.g., vending machines, dishwashers, microwaves, fridges.- Reporting and resolving any issues when they occur.- Office porterage as required including supporting office moves, furniture moves, event set ups deliveries and collection (this will involve some manual work, such as lifting boxes and crates).- Proven experience in facilities or office coordination, preferably in a financial or corporate environment required.- IOSH Managing Safely or NEBOSH General Certificate highly desirable.- Knowledge of UK H&S legislation and building compliance preferred.- Excellent organisational, attention to detail and communication skills.- Strong client service and communication skills (oral and written)- Excellent organisational skills including diary management.- Must have the ability to prioritise workloads, work under pressure and multitask.- Excellent time management.- Ability to work in a fast-paced environment.- Proficient in Microsoft Office (Teams, Outlook, word, Excel).- Maintains regular contact and builds strong working partnerships with clients and suppliers.- Proactively works towards promoting a sense of pride in the Facilities Management team.