Facility Coordinator

The Facility Coordinator is responsible for ensuring the smooth operation of the office environment used by a confidential Technology/Hardware company. Located in London, the office also serves as a showroom and coworking space for channel partners. The Facility Coordinator will act as the Single Point of Contact (SPOC) for users and visitors, coordinate events, manage meeting rooms, oversee mailroom activities, and coordinate cleaning and maintenance services. This position requires a proactive and organized individual who can create a welcoming atmosphere and maintain an efficient office space.

Essential Duties

• Single Point of Contact (SPOC): Welcome and direct visitors to the appropriate place. Serve as the primary point of contact for users and visitors, ensuring a positive experience.
• Managing Facility-related invoicing.
• Provide hotel and restaurant reservations.
• Reception coordination: Manage the office entry and greet guests as they enter. Coordinate with the ground floor lobby reception/security to announce guests and visitors.
• Event coordination: Plan and organize events held in the office including meetings, conferences, and partner gatherings. Coordinate logistics and ensure all necessary resources are available.
• Meeting Room Management: Oversee the scheduling and availability of meeting rooms. Ensure meeting rooms are properly set up and maintained.
• Mailroom Coordination: Manage the receipt and distribution of mail and packages. Coordinate outgoing mail and deliveries.
• Cleaning Coordination: Ensure the cleaning company has access to the office at the end of each day. Oversee the cleanliness and maintenance of the office space.
• Catering and supplies: Order catering services and maintain supplies of coffee and other refreshments. Ensure that all office supplies are stocked and replenished as needed.
• Maintenance coordination: Coordinate preventive and corrective maintenance activities. Liaise with the Landlord and third-party maintenance service providers to ensure the office remains in good working condition.

Skills, Education And Experience

• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite and office management software.
• Ability to manage time effectively and prioritize tasks.
• Strong interpersonal skills with the ability to create a welcoming atmosphere.

Education

• Bachelor’s degree in business administration, office management, or a related field.

Experience

• Minimum of 3 years of experience in Office/Facility Coordination or a related role.
• Experience coordinating events and managing office facilities is preferred.
• Prior experience in a technology or hardware company is a plus.
• Prior experience in facilities or property management is a plus.

Working Conditions

• Work Environment: The Facility Coordinator will work in a professional office environment that also serves as a showroom and coworking space for channel partners.
• Physical Demands: The role may require occasional lifting of office supplies and equipment. The employee is regularly required to stand, walk, and use hands to handle or feel objects.
• Hours of Work: This is a full-time position. The Facility Coordinator is expected to be present in the office five days a week, typically from 9:00 a.m. to 5:00 p.m.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change.