Client Service Coordinator Facilities VA2875 in London

Hours: Monday to Friday, 10:00am to 4:00pm, 30hrs per week

Contract: Permanent role.

Salary: £23,150

At Anabas, our vision is simple: to provide forward-thinking Facilities Management solutions with passion, delivering a world-class service tailored to the unique needs of our diverse client base.

We are seeking a full-time Client Service Coordinator to join our fast-paced team in White City London, working at one of our prestigious client sites, a global leader in the beauty and cosmetics industry.

The Role

You will provide a professional, friendly and proactive service. You will build and develop excellent working relationships with the client, wider facilities team and third party contractors. You will provide:

• Visitor management and front of house duties including a comprehensive reception service and switchboard attendance.
• The delivery of a consistent exemplary customer experience.
• Event coordination.
• Support to the day-to-day operations through collaboration with the Anabas on-site engineers, facilities, cleaning and front of house teams.
• Administration of client requests, monthly reporting and product purchase orders using Sage.

About You

We’re looking for someone who is proactive, professional, and highly organised. You’ll thrive in a busy environment, balancing priorities while keeping customer service at the heart of everything you do.

Key Responsibilities:

• Managing high levels of incoming calls via Teams and emails via Office 365, ensuring prompt responses in line with contractual agreements, and coordinate client requests with relevant onsite teams.
• Effectively comply emails in a corporate environment and problem solve requests with efficiency.
• Planning and coordinating internal events, collaborating with external hospitality vendors.
• Meet with clients, gathering details to then populate on spreadsheets for overview.
• Accurately log client requests on CAFM system called QFM, ensuring they are assigned to the correct SLA and assigned to the correct team for a timely resolution.
• Work closely with engineers, facilities assistants, audio-visual teams, cleaning staff, FOH team and contractors to schedule work, monitor progress, and update QFM records accordingly.
• Ordering necessary materials and equipment to support day-to-day operations.
• Prepare and submit accurate quotations on behalf of the FM team, ensuring they meet the required SLA timeframe.
• Create and finalise client and internal reports in QFM, ensuring all data is accurate and complete.
• Assist in reviewing contractor documentation (insurance, training certifications, risk assessments) and coordinate site attendance with site leads.
• Maintain regular communication with the internal FM team and the central helpdesk team based in Darlington.
• Assist in meetings and facilitate effective communication with key stakeholders to ensure smooth collaboration.
• Ensuring that all incoming calls for the client business are handled efficiently and courteously.
• Arranging transport facilities, including local travel arrangements and taxis.
• Develop and maintain an effective client relationship.
• Meet and greet visitors in a friendly and personable way.
• Helpdesk call and mail box management - Answering callers and email requests or enquiries accordingly and in line with contractual arrangements.
• Logging client requests on QFM, ensuring they are accurately logged and assigned to the correct SLA, delivery team or contractor.
• Management of purchase ordering on SAGE. Raising Purchase order & completing accurate goods receipting of invoices as required.
• Monthly reporting on statutory and mandatory compliance of PPMs.
• Be prepared to participate in an on-call rota in conjunction with the central helpdesk.

Essential Skills & Qualities:

• Previous office experience in a similar role.
• Strong communication skills, able to manage customer expectations.
• Excellent organisational skills with the ability to prioritise effectively.
• Confident IT user (Microsoft Office, email, CAFM systems, or similar).
• A positive team player with a flexible, can-do approach.
• Reliable, self-motivated, and committed to delivering work to a high standard.

What We Offer

• 33 days annual leave (including Bank Holidays).
• Employee Assistance Programme.
• Recognition and Reward scheme.
• Cycle to Work scheme.
• “Recommend a Friend” scheme.
• Company events.
• Aviva Digital GP service.
• Training and development opportunities.
• Subsidised gym membership.
• Access to healthy snacks and drinks.

Ready to join us? If you’re passionate about supporting people, solving problems, and working as part of a collaborative team, we’d love to hear from you.