Facilities co-ordinator HMT in London

Bellrock is the trusted challenger in UK property services. Driven by insights, powered by technology, and delivered by talented people, we are redefining how real estate is managed. Since 2003, our people-first and technology-led approach has helped organisations across the UK transform their estates into high-performance, sustainable environments. Through our integrated service model—spanning Technologies, Consulting, Critical Engineering & Jordon, and Intelligent Asset Care—we deliver compliance, quality, and operational excellence while reducing cost and carbon impact.

As a Facilities Coordinator with Bellrock, you’ll contribute by taking responsibility for:

• Meeting Management: Ensure all management team diaries are accurate and up to date. Arrange meetings as required by the management team, including preparation and circulation of agendas, minutes, and attending to practical meeting arrangements such as ordering catering and booking AV. Ensure that all Minutes are accurate and issued to relevant members of the management team within 3 working days of taking the Minutes.
• Audits and Monitoring of Sub-Contractors: Monitoring to be carried out daily, weekly, and monthly as stipulated in the agreed monitoring methodologies for catering, helpdesk, key management, cleaning, security, and catering. Carry out health, safety, and environmental audits, COSHH assessments, risk assessments, and ingress & egress assessments as agreed with Soft Services Manager. Hold regular contract meetings with minor sub-contractors to address contract issues and confirm compliance. Manage day-to-day issues relating to these services.
• Events Management: Ensure that Event requirements are agreed with the host. Ensure that the host fully understands their responsibilities relevant to the event. Book requested rooms/spaces and ensure, for external events, that approval is obtained from EP1/EP2. Liaise with organisers via phone and email and inform service providers of additional requests/amendments. Ensure clients sign off quotations and Terms and Conditions for all services to be delivered at an event, in advance of the event. Prior to an event, inspect the service to ensure all providers have delivered as instructed. Collate costs and prepare a monthly spreadsheet for invoicing. Report all planned events to the Helpdesk Manager on a weekly basis for inclusion in the site diary. Regularly monitor the booking system to ensure staff who self-book large events are aware of facilities available. Discuss any complex Events with the Soft Services Manager.
• Finance: Ensure variations relating to Events Management are raised correctly, signed by all relevant parties, and invoiced accordingly. Issue correct instructions regarding Purchase Orders and Invoices to Finance Administrator. Ensure opportunities for additional income are identified and discussed with Soft Services Manager.
• Other Duties: Carry out Senior Fire Marshall duties in conjunction with the Commercial Coordinator. Ensure emergency response plan, business continuity plan, and quality plan are checked monthly to ensure all names and contact details within the document are up to date. Complete environmental graphs monthly and submit within 5 working days after the end of each calendar month. Work interchangeably with the Commercial Co-ordinator and cover absence. Support the Helpdesk Manager in producing the monthly reports for EP1 and EP2 in a timely manner. Order Stationery as required.
• Compliance: Comply with all company policies and procedures. Report all accidents and incidents to the Management Team. Compile and complete audits in line with agreed schedule. Ensure all non-conformances are raised to the Management Team.
• Additional Requirements: Work in a flexible manner and be willing to undertake other duties as reasonably requested. Provide excellent customer care in dealing with the client and building occupants.
• Relationships: Assist and support management team in maintaining partnerships and close working relationships with Stakeholders and any other external companies. Work collaboratively with team members and head office staff to meet divisional and team objectives.

In this role, the successful candidate would be required to work from HM Treasury, London, SW1A 2HQ Monday to Friday 08:30-17:00.

Upon joining Bellrock, you can expect a comprehensive benefits package including: 25 days annual leave plus.