Facilities Coordinator

Overview

The Facilities Coordinator will assist the Facilities Manager with operational activities in accounting, finance, maintenance, operations, vendor oversight, purchasing of material, equipment and supplies, occupancy services and helpdesk. The Facilities Coordinator is also required to provide administrative support to the team and be able to manage large building operations, Employee Experience & Engagement.

• Coordinate workplace events, activities, and programmes designed to foster community and enhance employee engagement.
• Manage employee feedback systems and workplace satisfaction surveys, implementing improvements based on insights gathered.
• Serve as primary point of contact for employee workplace-related queries, concerns, and suggestions, ensuring prompt and effective resolution.
• Oversee daily workplace services including reception management, mail and package handling, catering coordination, and visitor management systems.
• Coordinate meeting room bookings, equipment reservations, and workspace assignments to optimise space utilisation.
• Manage relationships with service providers including cleaning, security, catering, and maintenance vendors to ensure consistent service delivery.
• Monitor space utilisation and occupancy patterns to identify opportunities for improved efficiency and employee satisfaction.
• Coordinate office moves, desk assignments, and workspace reconfigurations as organisational needs evolve.
• Maintain accurate floor plans, seating charts, and space allocation records whilst ensuring compliance with health and safety requirements.
• Coordinate workplace technology needs including audio-visual equipment, conferencing systems, and digital workplace tools.
• Liaise with IT support teams to ensure seamless technology experiences in meeting rooms and collaborative spaces.
• Manage equipment inventory and coordinate repairs or replacements as needed.
• Ensure workplace environments comply with health and safety regulations, accessibility standards, and company policies.
• Coordinate emergency procedures, fire drills, and safety training programmes.
• Monitor and maintain workplace amenities including kitchens, break areas, and wellness facilities to ensure they meet hygiene and safety standards.
• Build and maintain relationships with external service providers, ensuring contract compliance and service level achievement.
• Collaborate with facilities management, HR, and other internal teams to align workplace experience initiatives with broader organisational objectives.
• Prepare regular reports on workplace metrics, service performance, and employee satisfaction levels.
• Plan and execute workplace events including team meetings, social gatherings, wellness programmes, and corporate functions.
• Coordinate logistics for internal and external events, managing bookings, catering, equipment, and setup requirements.
• Support onboarding processes by ensuring new employees have positive first impressions and smooth workplace integration.