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- Tasks: Manage subcontractors and ensure compliance for facilities management across the UK.
- Company: Join a leading facilities management team with a focus on collaboration.
- Benefits: Permanent position with opportunities for growth and development.
- Why this job: Be at the heart of operations, improving processes and making a real impact.
- Qualifications: Experience in facilities management or subcontractor coordination is essential.
- Other info: Dynamic role with occasional travel and a chance to enhance your skills.
The predicted salary is between 36000 - 60000 £ per year.
Reporting directly to the FM Service Manager and working as part of a central head office team, the Subcontractor Co-ordinator will manage and administer external subcontracted service providers across the UK, supporting the delivery of statutory compliance and planned maintenance services. This role sits centrally within the FM structure and works closely with on-site Facilities Managers (FMs) and Regional Facilities Managers (RFMs). The position will focus on agreeing commercial terms, setting up subcontractors, managing documentation and service agreements, raising purchase orders, and supporting RFMs with booking and delivery of works. You will have the opportunity to create and improve processes and procedures for subcontractor onboarding, compliance document management, national supplier agreements, and maintaining an accurate subcontractor database.
Key Duties & Responsibilities
- Onboard new subcontractors and maintain approved supplier lists
- Collect, review, and manage subcontractor documentation (RAMS, insurances, accreditations, permits, certifications)
- Ensure all subcontractors meet company and statutory compliance standards
- Maintain accurate records within internal systems and subcontractor databases
- Support audits and compliance reviews by providing accurate subcontractor documentation
- Reduce reliance on local subcontractors by implementing national agreements and standardised commercial terms
- Generate annual purchase order numbers for planned subcontracted works
- Ensure PO values, scopes, and terms align with agreed rates and contracts
- Monitor subcontractor spend and escalate anomalies where necessary
- Support the FM Service Manager with supplier performance and cost reviews
- Liaise with on-site FMs and RFMs to support the booking and delivery of works
- Provide RFMs with approved subcontractor details, PO numbers, and documentation
- Act as the central point of contact for subcontractor queries relating to compliance, terms, and onboarding
- Ensure clear communication between subcontractors, RFMs, and internal stakeholders
- Develop and implement standardised processes for subcontractor onboarding and management
- Review existing workflows and recommend improvements for efficiency and compliance
- Produce reports on subcontractor compliance, performance, and spend
- Maintain and improve subcontractor data quality and reporting accuracy
(This is not an exhaustive list of duties and the candidate could be asked to perform other tasks from across the business as and when necessary)
Qualifications & Experience Required
- Experience in facilities management, compliance, or subcontractor coordination
- Knowledge of statutory compliance services within FM
- Experience managing external suppliers or subcontractors
- Strong administrative and organisational skills
- Ability to manage multiple stakeholders across a national structure
- Excellent communication skills (written and verbal)
- Strong IT skills, including Excel and FM/CAFM systems
- Experience working in a central FM or head office function
- Knowledge of national supplier agreements
- Experience with CAFM systems and compliance reporting
- Understanding of FM audits and statutory compliance frameworks
Requirements
- Occasional travel to other sites
- Occasional travel to external meetings with subcontractors
Facilities Subcontractor Coordinator employer: FI Real Estate Management Ltd
Contact Detail:
FI Real Estate Management Ltd Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Facilities Subcontractor Coordinator
✨Tip Number 1
Network like a pro! Reach out to your connections in the facilities management sector. Attend industry events or join online forums where you can meet potential employers and learn about job openings that might not be advertised.
✨Tip Number 2
Be proactive! Don’t just wait for job postings to pop up. Research companies you’re interested in, and send them a message expressing your interest in working with them. You never know when an opportunity might arise!
✨Tip Number 3
Prepare for interviews by practising common questions related to subcontractor management and compliance. Use real-life examples from your experience to showcase your skills and how you can add value to their team.
✨Tip Number 4
Apply through our website! We’ve got loads of opportunities waiting for you. Make sure to tailor your application to highlight your experience in facilities management and subcontractor coordination to stand out from the crowd.
We think you need these skills to ace Facilities Subcontractor Coordinator
Some tips for your application 🫡
Tailor Your CV: Make sure your CV is tailored to the role of Subcontractor Co-ordinator. Highlight your experience in facilities management and any relevant compliance knowledge. We want to see how your skills match what we're looking for!
Craft a Compelling Cover Letter: Your cover letter is your chance to shine! Use it to explain why you're the perfect fit for this role. Mention specific experiences that relate to subcontractor management and compliance, and show us your enthusiasm for the position.
Show Off Your Communication Skills: Since this role involves liaising with various stakeholders, make sure your written application reflects your excellent communication skills. Keep it clear, concise, and professional – we love a well-structured application!
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 don’t miss out on any important updates. Plus, it’s super easy!
How to prepare for a job interview at FI Real Estate Management Ltd
✨Know Your Stuff
Make sure you brush up on your knowledge of facilities management and subcontractor coordination. Familiarise yourself with statutory compliance services and be ready to discuss how you've managed external suppliers in the past.
✨Showcase Your Organisational Skills
Since this role involves managing multiple stakeholders and documentation, prepare examples that highlight your strong administrative and organisational skills. Think about times when you successfully juggled various tasks or improved processes.
✨Communicate Clearly
Excellent communication is key for this position. Practice articulating your thoughts clearly and concisely. Be prepared to explain complex ideas simply, especially when discussing compliance and onboarding processes.
✨Be Ready for Scenario Questions
Expect questions that ask how you would handle specific situations, like managing subcontractor compliance or resolving issues with service delivery. Prepare by thinking through potential scenarios and your approach to problem-solving.