Facilities Co-ordinator

Responsibilities / Tasks

Facilities Coordination:

Greet and welcome subcontractors & visitors, ensuring they sign in/sign out and complete site induction procedures.

Maintain and update contractor records to verify completion of site inductions and track upcoming visits.

Ensure meeting rooms and customer areas are clean, tidy, and equipped for meetings/events.

Manage inventory of kitchen supplies and ensure cleanliness of kitchen facilities.

Attend facility and HSE meetings weekly to drive contractor appointments and activities.

Maintain and update the Facilities Register, including adding contractor reports and upcoming deadlines.

Request quotes from suppliers, raise SAP requisitions, and coordinate subcontractors for facility works.

Serve as the point of contact for subcontractors regarding RAMS submission and coordinate site visits with the Facilities Manager/HSE Coordinator.

Maintain organized folders to collate subcontractor information and raise change controls for facility upgrades.

Communicate with the landlord's agent regarding site visits and support the Facility Manager in setting up printing services.

Reception Duties:

Book meeting rooms for internal and external meetings, ensuring availability and managing bookings effectively.

Order lunches for meetings and events, set them out in meeting rooms, and ensure a high standard of presentation.

Arrange hotels and transfers for visitors to the site, assist as needed.

Manage stock of stationary, office supplies, beverages, and biscuits, and raise SAP requisitions for replenishment.

Monitor milk requirements and liaise with suppliers for timely delivery.

Perform daily maintenance of the coffee machine in the customer area.

Oversea daily maintenance of the coffee machine in the customer area. Erin has taken to keeping the coffee machines in tip top shape on her daily rounds 

Handle incoming and outgoing mail, including distribution, and taking mail to be posted.

Additional Responsibilities:

Perform any other tasks within the scope of the role as required.

Be available for evening and weekend work as needed, especially when subcontractors can only work outside of core hours.(1 Saturday a month if and when needed)

Your Profile / Qualifications

Qualifications and Skills:

Previous experience in facilities coordination, reception, or administrative roles preferred.

Strong organizational skills and attention to detail.

Excellent communication and interpersonal abilities.

Proficiency in Microsoft Office Suite and SAP (preferred).

Ability to multitask and prioritize tasks effectively.

Flexible schedule to accommodate evening and weekend work as required.

Working Hours:

Standard working hours will be Monday to Friday (8:00am to 16:30pm)

Opportunity to work flexibly with agreement with Facilities Manager

The role may require occasional evening and weekend work to accommodate subcontractor schedules and facility needs.