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- Tasks: Support office operations, manage visitor access, and coordinate with vendors.
- Company: Join Newmark, a global leader in commercial real estate services.
- Benefits: Enjoy a competitive salary, discretionary bonus, and a modern working environment.
- Why this job: Be part of a supportive team culture focused on safety and operational efficiency.
- Qualifications: Outstanding customer focus, good communication skills, and IT literacy required.
- Other info: Flexible hours and opportunities for team building activities.
The predicted salary is between 28800 - 43200 £ per year.
We are seeking a highly organized and service-focused Facilities Coordinator to support the efficient operation of our London office.
This role serves as a key point of contact for employees, visitors, vendors, and the global Facilities Management team, ensuring that the workplace is welcoming, compliant, and functioning at the highest standard.
ESSENTIAL DUTIES:- 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).
- Provide administrative support to the Asst. Facility Manager and supervisor levels of facilities operations.
- 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 FMIS or equivalent systems.
- Support the Global FM team with data collection for dashboards and reporting.
- May assist other facility members in the implementation and organization of internal and building to building moves.
- Retrieve Certificates of Insurances from vendors and maintain active database.
- Assist with the initiation of purchase orders as requested by management or other involved parties.
- Code and process vendor invoices entering invoices into accounting system, and month end reconciliation.
- Act as Health & Safety Coordinator (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.
- 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.
- Assist Management in the annual operating budget preparation and development.
- Work with Facility Management to ensure completion of all special project work as assigned.
- 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, Google Suite and macOS)
- Prior Occupational Health & Safety Training is a plus
- Competitive Salary
- Discretionary bonus
- Modern working environment
- Supportive and customer focused environment
- Team building activities
- Safety culture
Facilities Coordinator employer: Newmark
Contact Detail:
Newmark Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Facilities Coordinator
✨Tip Number 1
Familiarise yourself with the specific facilities management processes and standards that are relevant to our London office. Understanding these will help you demonstrate your knowledge during any discussions or interviews.
✨Tip Number 2
Showcase your customer service skills by preparing examples of how you've successfully managed front-of-house operations in previous roles. This will highlight your ability to create a welcoming environment for visitors and staff.
✨Tip Number 3
Network with professionals in the facilities management field, especially those who have experience in health and safety compliance. This can provide you with insights and potentially valuable connections that could aid your application.
✨Tip Number 4
Be prepared to discuss your IT literacy, particularly with tools like MS Suite and Google Suite. Highlighting your proficiency in these areas will show that you're ready to handle the administrative aspects of the role effectively.
We think you need these skills to ace Facilities Coordinator
Some tips for your application 🫡
Understand the Role: Read through the job description carefully to understand the key responsibilities and skills required for the Facilities Coordinator position. Tailor your application to highlight how your experience aligns with these requirements.
Craft a Strong Cover Letter: Write a compelling cover letter that showcases your customer service focus, organisational skills, and any relevant experience in facilities management. Make sure to express your enthusiasm for the role and the company.
Highlight Relevant Experience: In your CV, emphasise any previous roles that involved front-of-house operations, vendor coordination, or health and safety compliance. Use specific examples to demonstrate your capabilities and achievements in these areas.
Proofread Your Application: Before submitting your application, thoroughly proofread your documents for any spelling or grammatical errors. A polished application reflects your attention to detail and professionalism, which are crucial for this role.
How to prepare for a job interview at Newmark
✨Showcase Your Customer Focus
As a Facilities Coordinator, outstanding customer service is key. Be prepared to share examples of how you've successfully handled visitor interactions or resolved issues in previous roles. This will demonstrate your commitment to creating a welcoming environment.
✨Demonstrate Organisational Skills
This role requires excellent organisational abilities. During the interview, discuss your experience with managing multiple tasks, such as coordinating mail deliveries or handling access credentials. Highlight any tools or systems you’ve used to stay organised.
✨Familiarise Yourself with Health & Safety Protocols
Since you'll be acting as a Health & Safety Coordinator, it's important to show your understanding of safety protocols. Brush up on relevant regulations and be ready to discuss how you've contributed to workplace safety in past positions.
✨Prepare for IT Literacy Questions
Being IT literate is essential for this role. Make sure you’re comfortable discussing your experience with software like MS Suite and Google Suite. You might be asked about specific tools you’ve used for communication or data management, so have examples ready.
