At a Glance
- Tasks: Ensure a smooth and safe workplace by managing facilities and supporting employee services.
- Company: Join London Maven, a leading trading firm focused on innovation and efficiency.
- Benefits: Enjoy a friendly culture, growth opportunities, and a tech-driven environment.
- Other info: Proactive individuals with a passion for improving processes will thrive here.
- Why this job: Make a real impact in a fast-paced, dynamic workplace while developing your skills.
- Qualifications: 2-3 years in facilities management and strong Excel skills required.
The predicted salary is between 35000 - 45000 £ per year.
London Maven is a market‑leading proprietary trading firm deploying its own capital across discretionary, systematic, and market‑making strategies. Backed by deep expertise in trading, technology, and research, we are relentlessly focused on improving liquidity across global listed derivatives. Through advanced execution and pricing technologies, we improve how financial markets operate.
The Facilities & Workplace Services Coordinator supports the smooth, safe, and efficient operation of the workplace. This role focuses on facilities management, vendor coordination, health and safety compliance, workplace administration, and employee support services. The coordinator works closely with internal teams, building management, and external suppliers to ensure the office environment is well‑maintained and fully operational.
Role Responsibilities:- Workplace Operations
- Monitor the Workplace Services (WPS) inbox, responding to queries and coordinating requests.
- Conduct daily checks across office floors to ensure systems, equipment, and spaces are functioning correctly.
- Communicate with HR, IT, and other teams regarding office issues or maintenance needs.
- Organise and audit critical spare parts, keeping stockrooms tidy and accessible.
- Send new starter communications and provide WPS introductions and office information.
- Support onboarding and offboarding by allocating desks and lockers, coordinating with Front of House.
- Conduct desk and space audits, identifying faults and ensuring allocations remain accurate.
- Submit weekly catering numbers and assist with workplace service arrangements.
- Represent WPS at relevant committee meetings.
- Support workplace events such as summer and Christmas parties.
- Facilities Management
- Identify, log, and report faults or maintenance issues to contractors or building management.
- Respond promptly to reactive tickets and requests (temperature, lighting, power, office faults).
- Coordinate planned preventative maintenance (PPM) schedules and contractor site visits.
- Liaise with third‑party suppliers and building management to arrange service access.
- Ensure contractor documentation and Permits to Work are submitted and logged.
- Review contractor job reports and follow up on repairs or parts ordering.
- Support contract management, including renewals and documentation.
- Run monthly security access reports and work with HR to review user access and attendance.
- Log contractor attendance and service records for all site visits.
- Support weekend works, powerdowns, and essential out‑of‑hours activities.
- Prepare workplace spaces for powerdowns, desk moves, and operational changes.
- Assist with workspace reconfiguration and desk move projects.
- Attend key PPM visits to ensure compliance and alignment with internal teams.
- Health & Safety
- Conduct regular floor inspections and monitor first aid supplies.
- Assist with risk assessments and general safety compliance.
- Manage communications related to emergency fire evacuations.
- Attend quarterly tenancy meetings with building management.
- Track and process supplier invoices, receipts, and administrative documentation.
- Work with Finance to manage team credit card expenses and ensure timely receipt submission.
- Raise and amend purchase orders and maintain the WPS PO log.
- Support contract administration and renewal tracking.
- Provide reception cover during breaks and annual leave, including greeting visitors and supporting meeting room needs.
- Assist with meeting room setups and event coordination.
- Strong Excel skills (intermediate to advanced).
- Comfortable using AI tools to streamline reporting, documentation, and operational workflows.
- 2–3 years’ experience in facilities, workplace operations, or building services.
- Understanding of Building Management Systems (BMS) and workplace systems.
- Mechanical or engineering aptitude, with the ability to troubleshoot basic M&E issues.
- Knowledge of health and safety compliance, including risk assessments and fire safety.
- Experience coordinating contractors, PPM schedules, cleaning and catering staff and vendor relationships.
- Strong organisational skills with attention to detail and the ability to manage multiple priorities.
- Clear communication skills and confidence working with internal teams, contractors, and building management.
- Proactive, solutions‑focused approach with an interest in improving processes and operational efficiency.
- Relevant certifications (advantageous but not always required): IOSH or NEBOSH First Aid or Fire Marshal BMS or building services training Understanding of building operations — lifts, HVAC, electrical systems, fire panels, and access control.
- A great environment whereby technology is key to our success.
- The upside of a start‑up without the associated risks.
- Friendly, informal and highly rewarding culture.
- A fast‑growing global firm with plenty of opportunities where you will have a significant impact.
Facilities & Workplace Services Supervisor employer: Maven
London Maven is an exceptional employer that fosters a friendly and informal work culture, where technology plays a pivotal role in driving success. Employees benefit from a fast-growing environment with ample opportunities for personal and professional growth, allowing them to make a significant impact within the firm. The company prioritises employee well-being and operational efficiency, making it an ideal place for those seeking meaningful and rewarding employment in the heart of London.
StudySmarter Expert Advice🤫
We think this is how you could land Facilities & Workplace Services Supervisor
✨Tip Number 1
Network like a pro! Reach out to current employees at London Maven on LinkedIn or through mutual connections. A friendly chat can give you insider info and might just get your foot in the door.
✨Tip Number 2
Prepare for the interview by researching the company culture and recent projects. Show us that you’re not just another candidate, but someone who genuinely understands and aligns with what London Maven is all about.
✨Tip Number 3
Practice common interview questions related to facilities management and workplace operations. We want to see how you handle real-life scenarios, so think of examples from your past experience that highlight your skills.
✨Tip Number 4
Don’t forget to follow up after your interview! A quick thank-you email can keep you fresh in their minds and shows that you’re genuinely interested in the role. Plus, it’s a great chance to reiterate why you’d be a perfect fit!
We think you need these skills to ace Facilities & Workplace Services Supervisor
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the Facilities & Workplace Services Supervisor role. Highlight your relevant experience in facilities management and workplace operations, and don’t forget to showcase your strong Excel skills!
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Use it to explain why you’re passionate about this role and how your background aligns with our needs. Be sure to mention any experience with health and safety compliance or vendor coordination.
Show Off Your Communication Skills:Since this role involves liaising with various teams and contractors, make sure your application reflects your clear communication skills. Use examples that demonstrate your ability to manage multiple priorities and work collaboratively.
Apply Through Our Website:We encourage you to apply through our website for a smoother process. It’s the best way for us to receive your application and ensure it gets the attention it deserves. We can’t wait to see what you bring to the table!
How to prepare for a job interview at Maven
✨Know Your Facilities Management Basics
Brush up on your knowledge of facilities management and workplace operations. Be ready to discuss your experience with Building Management Systems (BMS) and how you've handled maintenance issues in the past. This will show that you understand the core responsibilities of the role.
✨Showcase Your Organisational Skills
Prepare examples that highlight your strong organisational skills. Think about times when you managed multiple priorities or coordinated with various teams and contractors. Being able to demonstrate your attention to detail will impress the interviewers.
✨Communicate Clearly and Confidently
Practice articulating your thoughts clearly, especially when discussing your previous experiences. Since the role involves liaising with internal teams and external suppliers, showcasing your communication skills will be key to making a good impression.
✨Be Proactive and Solutions-Focused
During the interview, share instances where you took the initiative to improve processes or solve problems. This proactive mindset aligns well with the company's focus on operational efficiency and will resonate with the interviewers.
