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- Tasks: Coordinate office operations and create a welcoming environment for colleagues and visitors.
- Company: Join Ideagen, a global leader in safety and compliance software.
- Benefits: Competitive salary, flexible work arrangements, and a supportive team culture.
- Other info: Opportunity to enhance your career while making a positive impact.
- Why this job: Be the go-to person in a dynamic role where no two days are the same.
- Qualifications: Experience in office coordination and strong communication skills required.
The predicted salary is between 30000 - 40000 £ per year.
We’re looking for a proactive and organised Office & Facilities Coordinator to play a key role in keeping our Nottingham office running smoothly. This is a varied, hands-on position that blends front-of-house responsibilities with practical facilities and office support. You’ll be a visible and trusted presence in the workplace, helping to create a welcoming, safe and professional environment for colleagues and visitors. Working closely with the Facilities Manager and cross‑functional teams including Operations, People and IT, you’ll be at the heart of our day‑to‑day office experience and operations.
Responsibilities
- Acting as the first point of contact for visitors, clients, contractors and deliveries, providing a warm and professional welcome.
- Managing visitor access, meeting room readiness, catering coordination and front‑of‑house presentation.
- Handling incoming calls, post and courier services efficiently and professionally.
- Supporting office layouts, desk moves, furniture reconfigurations and event setups, including light manual handling.
- Carrying out regular workplace walkabouts to identify maintenance needs, safety concerns or supply shortages.
- Raising and tracking facilities requests, liaising with contractors and internal teams to ensure timely resolution.
- Managing office supplies and consumables, monitoring stock levels and coordinating orders and deliveries.
- Supporting health, safety and compliance activities, including onboarding tours, record‑keeping and parking administration.
Skills and Experience
- Previous experience in an office coordination, front‑of‑house or facilities‑focused role.
- Confident, approachable communication style with strong interpersonal skills.
- Highly organised, with the ability to juggle multiple tasks and priorities.
- Comfortable using Microsoft Office and learning new systems or software.
- Proactive, practical and happy to roll up your sleeves when needed.
- A strong eye for detail and commitment to delivering a positive workplace experience.
- Professional and discreet when handling sensitive or confidential information.
- Experience working with suppliers, contractors or facilities helpdesk systems is an advantage.
If you enjoy creating well‑run, welcoming spaces and want a role where no two days are the same, this could be a great fit for you.
At Ideagen, we value the importance of work-life balance and welcome candidates seeking flexible arrangements. If this is something you are interested in, please let us know during the application process.
Office & Facilities Coordinator employer: Ideagen
Contact Detail:
Ideagen Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Office & Facilities Coordinator
✨Tip Number 1
Get to know the company culture! Before your interview, do a bit of research on Ideagen. Check out their website and social media to understand their values and work environment. This will help you tailor your responses and show that you're genuinely interested in being part of the team.
✨Tip Number 2
Practice makes perfect! Run through common interview questions with a friend or in front of the mirror. Focus on how your skills and experiences align with the Office & Facilities Coordinator role. The more comfortable you are, the better you'll come across during the actual interview.
✨Tip Number 3
Show off your organisational skills! During the interview, share specific examples of how you've successfully managed multiple tasks or projects in the past. This will demonstrate that you can handle the varied responsibilities of the role and keep everything running smoothly.
✨Tip Number 4
Follow up after your interview! A quick thank-you email to your interviewer can go a long way. It shows your appreciation for the opportunity and reinforces your interest in the position. Plus, it’s a great chance to reiterate why you’d be a fantastic fit for the team!
We think you need these skills to ace Office & Facilities Coordinator
Some tips for your application 🫡
Show Your Personality: When writing your application, let your personality shine through! We want to see the real you, so don’t be afraid to inject a bit of your character into your cover letter and CV. This role is all about being approachable and creating a welcoming environment, so show us how you can do that!
Tailor Your Application: Make sure to tailor your application to the Office & Facilities Coordinator role. Highlight your relevant experience in office coordination or front-of-house roles, and mention specific skills that match what we’re looking for. This shows us you’ve done your homework and are genuinely interested in the position.
Be Clear and Concise: Keep your application clear and to the point. We appreciate well-structured applications that are easy to read. Use bullet points where necessary and avoid long-winded sentences. Remember, we’re looking for someone who can juggle multiple tasks, so show us you can communicate effectively!
Apply Through Our Website: Don’t forget to apply through our website! It’s the best way to ensure your application gets to us directly. Plus, it gives you a chance to explore more about our company and the amazing work we do. We can’t wait to hear from you!
How to prepare for a job interview at Ideagen
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the Office & Facilities Coordinator role. Familiarise yourself with the responsibilities listed in the job description, such as managing visitor access and supporting health and safety activities. This will help you demonstrate your enthusiasm and suitability for the position.
✨Showcase Your Organisational Skills
Since this role requires juggling multiple tasks, be prepared to discuss specific examples of how you've successfully managed various responsibilities in the past. Think about times when you coordinated events or handled office supplies efficiently, and be ready to share those stories during your interview.
✨Demonstrate Your Communication Style
As a first point of contact for visitors and colleagues, your communication style is crucial. Practice articulating your thoughts clearly and confidently. You might even want to role-play common scenarios, like welcoming a visitor or handling an incoming call, to showcase your approachable and professional manner.
✨Ask Insightful Questions
At the end of the interview, don’t forget to ask questions that show your interest in the company and the role. Inquire about the team dynamics, the tools they use for facilities management, or how they measure success in this position. This not only demonstrates your curiosity but also helps you gauge if the company is the right fit for you.