Facilities Coordinator

The Facilities Coordinator supports day-to-day delivery of soft and hard services, manages third party contractors and ensures a safe, compliant, and high quality workplace experience. The role acts as the operational point of contact for on-site service partners and 3rd party contractors, ensuring services are delivered to agreed standards, within budget, and in line with UK health & safety legislation and CBRE policies.

This role will work closely with CBRE’s Productivity Coordinator and Planner / Scheduler.

• Work closely with on-site Soft Services Leads for Security, Cleaning, Waste and Catering.
• Coordinate day-to-day delivery of Pest Control, Grounds/landscaping and Laundry,
• Maintain service schedules, SOPs, and Service Level Agreements (SLAs); track KPIs.

• Act as day-to-day contract owner for soft and hard services vendors
• Raise and manage work orders in CAFM; triage/reactive requests and close-out within SLA.
• Plan PPM activity (where applicable to soft services), ensuring minimal business disruption.
• Validate RAMS, permits to work, competency/insurance, and site inductions for all contractors.
• Participate in monthly/quarterly supplier governance meetings; track actions, continuous improvement, and innovation opportunities.

• Promote a positive EHS culture, ensuring compliance with relevant UK legislation (e.g., Health and Safety at Work etc. Act, Management of H&S Regulations, RIDDOR, COSHH, Manual Handling, DSE, Fire Safety Order, LOLER/PUWER where relevant) and company policies.
• Conduct routine workplace inspections, housekeeping audits, and contractor spot‑checks.
• Support risk assessments, method statements review, permits to work, and control of high risk activities (hot works, working at height, confined spaces—if applicable).
• Coordinate incident reporting, near‑miss capture, and corrective actions; maintain H&S records and dashboards.

• Be the first point of contact for facilities queries; deliver a proactive, solutions‑focused service.
• Communicate planned works, service changes, and incidents; manage expectations and feedback loops.

• Operate the CAFM work orders, asset/service records, and reporting.
• Produce weekly/monthly reports on KPIs/SLAs, incidents, compliance checks,
• Maintain accurate site documentation

• Experience in facilities/operations coordination with soft services and contractor management exposure
• Working knowledge of UK H&S legislation and safe systems of work (RAMS, permits, inductions)
• Competent with SAP/helpdesk, MS Office/365, and reporting
• Strong stakeholder management and supplier interface skills
• IOSH Managing Safely (minimum); NEBOSH General Certificate preferred
• IWFM Level 3/4 or equivalent
• Experience in GMP environment would be beneficial
• Core hours Monday – Friday (07.30 – 16.000 with flexibility for events, emergencies, and contractor supervision