At a Glance
- Tasks: Support the business with facilities duties and ensure a smooth office environment.
- Company: Join a dynamic team in a leading organisation focused on excellence.
- Benefits: Competitive salary, flexible hours, and opportunities for personal growth.
- Other info: Great chance to develop your career in a supportive and collaborative environment.
- Why this job: Be the backbone of our office, ensuring everything runs smoothly and efficiently.
- Qualifications: Experience in facilities management and strong communication skills are essential.
The predicted salary is between 30000 - 40000 € per year.
Job Purpose
To provide support to the business by carrying out general facilities-related duties. This is a pivotal role within the Facilities team, providing assistance across the department, including cover for Front of House absences.
Responsibilities
- Facilities
- Regularly check Facilities portal (Service Now) and carry out requests in a timely manner
- Carry out daily office checks, including printer restocking and reviewing stationery levels
- Manage stationery stock and order any necessary supplies
- Record orders on relevant spreadsheet and track deliveries
- Unpack and distribute deliveries
- Assist with meeting room set-up and clear-down
- Coordinate the retrieval of archived files and boxes from storage, log newly archived items and ensure all activity is tracked with a clear audit trail in ServiceNow
- Open, scan and distribute incoming post
- Empty confidential waste and notify Head of Premises & Facilities of any collection issues
- Building Services & Maintenance
- Arrange contractor visits, including checking Risk Assessment Method Statements (RAMS) and carrying out any necessary H&S briefings prior to the work taking place
- Review and save any reports and information sent by contractors and highlight any points of note to the Head of Premises & Facilities
- Ensure that preventative maintenance visits are arranged at the required frequency
- Report any requirements for repair to the fabric of Group buildings and furniture
- Assist with premises and internal office moves, including being responsible for providing access to contractors and checking that work has been completed satisfactorily
- Assist the Head of Premises & Facilities in the review of services and running tenders, helping to source additional or replacement suppliers, as appropriate
- Coordinate with the landlord & company maintenance teams and external vendors for urgent repairs or escalations
- Act as a liaison between Facilities and other departments to resolve cross‑functional issues
- Coordinate the resolution of outstanding issues or defects identified after any project completion
- Front of House Cover
- Ensure agreed reception standards are maintained at all times
- Promptly answer telephone calls, screen and forward to recipient
- Greet guests on arrival, complete visitor sign‑in procedure and contact the host and/or direct visitor to their meeting room
- Arrange QR codes for visitors
- Manage bookings for meeting rooms
- Organise catering, taxis and couriers as and when requested
- Maintain clean and tidy client area
- Carry out checks of all client meeting rooms at various times during the day to ensure they are in good order and air conditioning set to appropriate temperature
- Manage central Amwins Global Risks mailbox, forwarding relevant enquiries to the correct department and deleting all junk mail
- Order business cards for new starters and replacements for existing employees
- Health & Safety
- Carry out quarterly H&S inspection of London office
- Create and manage Personal Emergency Evacuation Plans for London office employees
- Support workstation assessments and ensure recommendations are actioned promptly
- Carry out H&S inductions for new starters at London office
- Team Support
- Support other areas of the Facilities team as and when necessary, including providing holiday cover and supporting projects
- Undertake any other responsibilities that may become necessary for the proper performance of the role
- Maintain a proactive approach to identifying service and cost discrepancies and escalate to Head of Premises & Facilities when necessary
Personal Attributes Knowledge/Skills/Qualifications
- Previous experience in a Facilities role
- Excellent communication skills (both written and verbal)
- Good attention to detail and high levels of accuracy
- Strong administrative skills and good use of initiative
- Excellent time management skills
- Good working knowledge of IT systems including Microsoft Office
- Comfortable managing own workload and acting independently or as part of a team
- Ability to identify issues that can be resolved personally and those requiring escalation
- Capable of multi‑tasking and portraying calm disposition even when busy
- Proactive and flexible attitude when dealing with tasks
Premises & Facilities Coordinator employer: Amwins Global Risks
As a Premises & Facilities Coordinator, you will thrive in a dynamic work environment that values collaboration and employee growth. Our company offers a supportive culture with opportunities for professional development, ensuring that your contributions are recognised and rewarded. Located in the heart of London, we provide a vibrant workplace with excellent benefits, including health and safety initiatives, making it an ideal place for those seeking meaningful and fulfilling employment.
StudySmarter Expert Advice🤫
We think this is how you could land Premises & Facilities Coordinator
✨Tip Number 1
Network like a pro! Reach out to people in the facilities and premises sector on LinkedIn or at local events. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the company and its facilities management practices. Show us that you understand their needs and how you can contribute to keeping everything running smoothly.
✨Tip Number 3
Practice your responses to common interview questions, especially those related to teamwork and problem-solving. We want to see how you handle challenges and work with others in a busy environment.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, it shows us you’re genuinely interested in being part of our team.
We think you need these skills to ace Premises & Facilities Coordinator
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the Premises & Facilities Coordinator role. Highlight relevant experience and skills that match the job description, like your previous facilities experience and strong communication skills.
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Use it to explain why you're the perfect fit for our team. Mention specific responsibilities from the job description and how your background aligns with them.
Show Off Your Attention to Detail:In a role like this, attention to detail is key. Make sure your application is free from typos and errors. A well-organised application reflects your ability to manage tasks accurately, just like you would in the job!
Apply Through Our Website:We encourage you to apply through our website for a smoother process. It helps us keep track of applications and ensures you get all the updates directly from us. Plus, it’s super easy!
How to prepare for a job interview at Amwins Global Risks
✨Know Your Facilities Inside Out
Before the interview, make sure you’re familiar with common facilities management tasks. Brush up on your knowledge of health and safety regulations, maintenance procedures, and how to handle office supplies efficiently. This will show that you’re proactive and ready to hit the ground running.
✨Demonstrate Your Communication Skills
As a Premises & Facilities Coordinator, communication is key. Prepare examples of how you've effectively communicated with different departments or handled visitor interactions in the past. This will highlight your ability to liaise between teams and maintain a professional front of house.
✨Show Off Your Organisational Skills
Be ready to discuss how you manage multiple tasks and priorities. Bring examples of how you’ve successfully coordinated events or managed supplies in previous roles. This will demonstrate your strong administrative skills and ability to keep everything running smoothly.
✨Ask Insightful Questions
Prepare thoughtful questions about the company’s facilities management processes or team dynamics. This shows your genuine interest in the role and helps you assess if the company culture aligns with your values. Plus, it gives you a chance to engage with the interviewers!
