Facilities Coordinator

What makes Neg Earth different and what we can offer you: Founded in 1983 by Dave & Pip Ridgway, Neg Earth Lights is a family-owned lighting and rigging equipment supplier for the entertainment industry. We are based at our purpose-built state-of-the-art facilities in Park Royal, London. Every day is different and brings new and exciting challenges. We have a commitment to a sustainable live events and touring industry, one that sparks real emotions and long-lasting memories whilst creating a sense of belonging for our team.

With over 40 years' experience of investing in the latest equipment, in our people, and in our relationships, we encourage ingenuity, creativity, and the exploration of new ways to collaborate. From concept to delivery, our team wear our reputation for innovation, quality, and reliability as a badge of honour. We seek to invest in the latest and best equipment and ensure everything, from flight cases to truss is maintained to the highest standard. We are forward thinking and flexible, making the complex, simple and the simple, exceptional. No matter the size or scale of the project we take pride in our consistency and customer focused approach.

For us, your training and development takes centre stage, from your first day to your last we will encourage and support you throughout your career development. Our NELL Academy training programmes support your wellbeing and ensure you have the skills and knowledge to excel in your role. Our Leadership programmes enable our managers to help you succeed and our competencies guide your development and realise your full potential. We create an inspirational environment rewarding employees for their hard work. With us, everything is possible, and we strive to ensure every member of our team can take pride in their delivery of projects and promoting creative solutions.

About You & the Role: The purpose of this role is to support the Company’s core operations by ensuring Facilities and Health & Safety compliance. As a Facilities Coordinator, the role holder will assist in maintaining legal and regulatory standards across the building and its services. The role supports the coordination of maintenance activities, including planned and reactive works, contractor management, compliance tracking, and regular inspections. It also contributes to energy management, sustainability initiatives, and budget control. Working closely with the Health and Safety Manager, the role holder will help ensure a safe, compliant, and efficiently run environment for all staff, contractors, and visitors.

Your Duties: You’ll play an essential part in your team and company success story by efficiently and effectively carrying out duties including:

• Document and help implement facilities management policies and procedures to ensure all legal standards and requirements are met, to protect the environment, and to safeguard the efficient and effective operation of the facilities.
• Reducing reactive maintenance costs by helping implement both time based and condition based Planned Preventative Maintenance (PPM) schedules and execution which take both legal and warranty requirements and real use into account.
• Assisting with providing evidence that scheduled checks, tests and services have taken place.
• Conducting regular inspections of the facilities to identify areas that require maintenance or repair.
• Overseeing and supporting with the day-to-day management of all building and grounds maintenance activities, including plumbing, electrical, and structural repairs.
• Provide regular reports on the status of facilities management activities to senior management.
• Supporting project management responsibilities for any major on-site work.
• Ensuring the demand for energy is monitored and controlled.
• Implementing and maintaining the BMS (Building Management Systems).
• Better performance and a reduction in energy use by working with other key managers to help develop energy reduction programmes.
• Ensure that expenditures are within the allocated budget and partner with Procurement on spend/purchases.
• Assisting with the procurement of equipment, supplies, and services needed to maintain the facilities, and ensuring that all contracts are properly executed.
• Management of contractor’s documentation supplied by who come to site as part of PPM schedule or on request.
• Assisting with access control and security including the security and access control systems, processes to ensure the safety and security of the facilities and its occupants including contractors and visitors.
• Managing waste, collection, and disposal, reducing carbon footprint, and partnering closely with other departments on sustainability initiatives.
• Well-rehearsed in fire operations and emergency building procedures.
• Raising purchase orders and vetting invoices for contractor work completed and annual service contracts.
• Manage LOLER dates and bookings.
• Manage authorised drivers and regular licence checks.
• Coordination of building certification, check and compliance.

Standard Companywide Responsibilities:

• Notifying the team of any information, risks or actions that a member becomes aware of that may impact on the aims or efficiencies of the Team.
• Any other duties as required / authorised by your Line Manager / Line Management reporting line.
• Comply with all Health and Safety requirements and companywide policies and procedures.
• Work in a manner that is in line with Neg Earth Lights Values.

Your Skills, Qualifications and Experience:

• Experience working within a facilities role.
• Working knowledge of relevant regulations, in particular LOLER, PUWER and COSHH.
• Advanced MS Office applications skills including Outlook, Word and Excel.
• Ability to work autonomously and in collaboration with others.
• Willingness to take ownership and accountability.
• Ability to be proactive, plan, organise, prioritise, delegate and oversee workload.
• Ability to work under pressure and to meet tight deadlines, demonstrating resilience, flexibility, and ability to maintain positive relationships.
• Effective communication and negotiation skills.
• The show must go on, so providing a 7-day operation/service is key. Therefore, the ability to work paid overtime on occasions, including weekends, is essential, as required.
• Key holder/emergency call-out.

• Membership of the Institute of Workplace and Facilities Management (IWFM).
• A degree in Facilities Management, Engineering or related field, or equivalent experience in facilities management gained in a warehouse environment.
• Experience of working in the entertainment / live events industry.
• Experience of completing COSHH Risk Assessments.
• Good working knowledge of LOLER.
• Full, clean driving license.
• Forklift and/or cherry picker license.
• Experience in managing transport/logistics/vehicles.