Technical Coordinator, Technical Services (Fixed Term, 9 Month Contract) in London

The Technical Coordinator will play a central role within the Technical Services team at 200 Grays Inn Road, overseeing the permit‐to‐work (PTW) process and supporting the coordination of technical activities across the site. This role ensures that all works are properly permitted, compliant, and aligned with ongoing project activities, including the ITN Lower Ground fit‐out and broader GPE initiatives. The coordinator will act as the key liaison between stakeholders, contractors, and internal teams, and will be instrumental in the handover and soft‐landing phases of the project.

Job Requirements

• Proven experience in technical coordination, ideally within building services, construction, or facilities management.
• Strong understanding of permit‐to‐work systems and compliance frameworks.
• Excellent communication and stakeholder management skills.
• Familiarity with RAMS, Method Statements, and regulatory codes.
• Proficient in digital permit systems and document tracking tools.
• Detail‐oriented with strong organisational and problem‐solving abilities.
• Experience supporting handover and soft‐landing phases of major projects is highly desirable.

Personal attributes

• Thrives in a deadline driven, fast‐paced environment.
• Conscientious and delivers on commitments.
• Works flexibly and cooperatively as part of a team.
• Is prepared to 'roll sleeves up' in order to get a job done.
• The ability to prioritise multiple tasks.
• The ability to build relationships in the business, be self‐directed and able to use their own initiative to progress tasks/activities balanced with knowing when to seek advice.
• High degree of professionalism and integrity, with the ability to be discreet.

Job Responsibilities

• Stakeholder Coordination & Representation
  • Represent and act on behalf of GPE at meetings specifically related to the permit process.
  • Attend planning and interface meetings with key stakeholders to coordinate and communicate permit‐related matters.
  • Liaise effectively between GPE, specialist contractors, customers, and service partners.
  • Serve as the primary point of contact for coordination between: Main Contractor (Mace), MEP Contractor (T Clarke), GPE CX and TS teams, On‐site maintenance contractor (BGIS).
• Project Interface & Fit‐Out Coordination
  • Coordinate and communicate the ITN Lower Ground fit‐out works (Aug 2025 – Jan 2026).
  • Ensure all stakeholders are informed and review scheduled works to avoid clashes with GPE project activities.
• Permit‐to‐Work Management
  • Act as the central point of contact for all permit‐to‐work requests.
  • Manage the full lifecycle of the permit process: application, issue, and close‐out.
  • Review submitted permit applications for completeness, accuracy, and compliance with GPE procedures.
  • Ensure relevant risk assessments, method statements, and supporting documents are attached before submission to authorised signatories.
  • Coordinate with CXMs, Technical Services, BGIS, contractors, supervisors, and authorised permit issuers to schedule and prioritise permits.
  • Ensure all permits are properly closed by the CXM and Technical teams in accordance with GPE procedures.
  • Maintain a tracker of open and closed permits, transitioning to the Vicintee Permit System (GPE's digital permit platform) from August 2025.
  • Provide guidance and support to contractors and staff on permit requirements and processes.
  • Escalate non‐compliance, missing information, or safety concerns to CXMs and Technical Services.
  • Assist in contractor monitoring related to PTW management, including oversight of Security responsibilities.
  • Support the continuous improvement of the PTW process and associated systems.
• Compliance & Documentation
  • Review permit submissions and ensure alignment with Authority to Access requirements.
  • Ensure all RAMS and Method Statements are detailed, compliant, and submitted with appropriate timescales and work areas.
  • Conduct compliance checks across the campus to verify contractor access levels and adherence to approved permits and documentation.
  • Stay informed on relevant environmental, safety, and building codes and ensure all works meet regulatory standards.
  • Review technical documentation submitted as part of the permit process and offer guidance on permitting requirements.
  • Identify and flag discrepancies in submitted documentation, requesting revisions to ensure full compliance.
• Access Coordination
  • Discuss and agree access requirements with the CX team for: GPE Project works, GPE CX works / Service Partner works, ITN LG Fit‐out works, Other customer‐led works at 200 Grays Inn Road.
• Handover & Soft‐Landing Support
  • Support the Transfer of Control process to the Main Contractor, ensuring all technical and permit‐related documentation is complete and accurate.
  • Act as a key member of the soft‐landing process, facilitating smooth transition from construction to operational use.
  • Coordinate with GPE teams and contractors to ensure readiness for occupation, technical handover, and operational continuity.
  • Assist in post‐handover reviews and feedback loops to improve future project delivery and commissioning strategies.
• Strategy & Continuous Improvement
  • Collaborate with GPE CX and TS teams to review and manage the overall permit strategy.
  • Identify potential issues and develop proactive solutions.
  • Recommend and implement agreed improvements to streamline the permit process and enhance compliance.

Job Benefits

• 25 days Annual Leave, pro‐rated for contract duration.
• Pension (15 % employer contributions).
• Private Medical Insurance.
• Private Dental Insurance.

At GPE we are committed to diversity and inclusion; we believe that diversity gives us strength. Collecting diversity data allows us to measure the effectiveness of our efforts and ensure our hiring procedures are fair and equitable for all. Providing this information is voluntary and remains confidential. This data is anonymised and only used to assess the diversity of our applicant pool. It will not influence hiring decisions in any way.

As a Disability Confident employer, we will ensure that a fair and proportionate number of disabled candidates that meet the minimum criteria for this position will be offered an interview. Moreover, we will ensure that reasonable adjustments are made for applicants during the recruiting process. We encourage candidates to confirm any requirements that we can reasonably fulfil to make the application process a positive experience for all candidates.