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- Tasks: Support the business with facilities duties and ensure a smooth office environment.
- Company: Join a dynamic team in a leading organisation focused on facilities management.
- 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 required.
The predicted salary is between 30000 - 40000 £ per year.
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 elevate 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
Facilities Coordinator in London employer: AMWINS UK
Contact Detail:
AMWINS UK Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Facilities Coordinator in London
✨Tip Number 1
Network like a pro! Reach out to your connections and let them know you're on the hunt for a Facilities Coordinator role. You never know who might have the inside scoop on an opening or can put in a good word for you.
✨Tip Number 2
Get your hands dirty with some research! Familiarise yourself with the company’s facilities and any recent projects they've undertaken. This will help you stand out in interviews by showing that you’re genuinely interested and informed.
✨Tip Number 3
Practice makes perfect! Prepare for common interview questions related to facilities management, like how you handle maintenance issues or coordinate with contractors. Role-playing with a friend can help you feel more confident.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, it shows you’re keen on joining our team at StudySmarter!
We think you need these skills to ace Facilities Coordinator in London
Some tips for your application 🫡
Tailor Your CV: Make sure your CV is tailored to the Facilities Coordinator role. Highlight relevant experience and skills that match the job description, like your attention to detail and administrative skills. We want to see how you can bring value to our team!
Craft a Catchy Cover Letter: Your cover letter is your chance to shine! Use it to explain why you're the perfect fit for the role and how your previous experiences align with our needs. Keep it engaging and personal – we love a bit of personality!
Show Off Your Communication Skills: Since excellent communication is key for this role, make sure your written application reflects that. Use clear and concise language, and double-check for any typos or errors. We appreciate attention to detail!
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 UK
✨Know Your Facilities Stuff
Make sure you brush up on your knowledge of facilities management. Familiarise yourself with common tasks like managing stationery supplies, coordinating maintenance visits, and handling health and safety protocols. This will show that you're not just interested in the role but also understand its core responsibilities.
✨Show Off Your Communication Skills
Since this role involves liaising with various departments and external vendors, practice articulating your thoughts clearly. Prepare examples of how you've effectively communicated in past roles, especially in resolving issues or coordinating projects. This will highlight your ability to maintain strong relationships across teams.
✨Demonstrate Your Attention to Detail
In facilities coordination, attention to detail is key. Bring examples of how you've successfully managed tasks that required precision, like tracking deliveries or maintaining records. During the interview, be ready to discuss how you ensure accuracy in your work, as this will resonate well with the interviewers.
✨Prepare for Scenario Questions
Expect questions that put you in hypothetical situations related to the role. For instance, how would you handle a last-minute meeting room booking or an urgent repair request? Think through these scenarios beforehand so you can respond confidently and demonstrate your problem-solving skills.