At a Glance
- Tasks: Support facilities management processes and liaise with vendors for maintenance and repairs.
- Company: Join Newmark, a leader in real estate services, committed to excellence and innovation.
- Benefits: Enjoy a competitive salary, discretionary bonuses, and a modern working environment.
- Other info: Opportunity for entry-level candidates with a passion for customer service and workplace safety.
- Why this job: Be part of a supportive team culture focused on safety, efficiency, and continuous improvement.
- Qualifications: No prior experience required; strong communication skills and IT literacy are essential.
The predicted salary is between 30000 - 42000 £ per year.
Overview
We are seeking a highly organized and service-focused Facilities Coordinator to support the efficient operation of our London office.
Responsibilities
- Front-of-House & Office Operations: Welcome and register visitors, manage access credentials, and ensure visitors are informed of security protocols.
- Handle incoming calls, direct queries, and maintain records of daily office visits and access logs.
- Manage the reception area, coordinate mail/courier deliveries, and ensure collection schedules align with internal policies.
- Serve as the primary point of contact for all office-related needs and coordinate with internal departments (e.g., HR, IT, Security).
- Provide administrative support to the Asst. Facility Manager and supervisor levels of facilities operations.
- Support the implementation and maintenance of Facilities Management processes, aligned with global standards.
- Liaise with vendors and contractors for routine maintenance, repairs, and services.
- Log and track all operational and maintenance activities via FMIS or equivalent systems.
- Support the Global FM team with data collection for dashboards and reporting.
- May assist other facility members in the implementation and organization of internal and building-to-building moves, coordinate with movers, vendors and other internal/external staff as required, and may work as a backup liaison to other in-house support groups.
- Retrieve Certificates of Insurances from vendors and maintain an active database.
- Assist with the initiation of purchase orders as requested by management or other involved parties.
- Code and process vendor invoices and perform month-end reconciliation in the accounting system.
Health, Safety & Compliance
- Act as Health & Safety Coordinator (following training), supporting EHS activities, communications, and policy enforcement.
- Conduct or participate in periodic safety inspections and risk assessments.
- Identify safety issues, notify supervisors, and follow up on corrective actions.
- Maintain documentation related to visitor safety, vendor compliance (e.g., IMSS/SUA documentation), and incident reporting.
- Coordinate with the Occupational Health and Safety Committee and participate in investigations and preventative actions.
Additional Responsibilities
- Own and manage internal communications channels (e.g., Slack) for facilities updates and alerts.
- Continuously identify opportunities to enhance workplace safety, comfort, and operational efficiency.
- Assist Management in the annual operating budget preparation and development.
- Work with Facility Management to ensure completion of all special project work as assigned.
Qualifications
- Flexible and energized
- On-site presence during working hours
- Good communications skills both oral and written
- IT literate (MS Suite including Teams, Google Suite and macOS)
- Prior Occupational Health & Safety Training is a plus
Job details
- Seniority level: Mid-Senior level
- Employment type: Full-time
- Job function: Administrative, Customer Service, and General Business
Benefits
- Discretionary bonus
- Supportive and customer-focused environment
- Team-building activities
- Safety culture
Facilities Coordinator employer: Newmark
At Newmark, we pride ourselves on being an excellent employer, offering a fast-paced and entrepreneurial work environment that fosters collaboration and support among team members. Our commitment to employee growth is evident through competitive salaries, discretionary bonuses, and opportunities for professional development, all while ensuring a positive response to the needs of our building occupiers in a well-managed facility. Join us in a role where your contributions directly impact the quality of our services and the satisfaction of our clients.
StudySmarter Expert Advice🤫
We think this is how you could land Facilities Coordinator
✨Tip Number 1
Familiarise yourself with the CMMS (Computerised Maintenance Management System) as it's crucial for logging and tracking operational activities. Understanding how to navigate and utilise this system will give you an edge during interviews.
✨Tip Number 2
Brush up on your knowledge of health and safety regulations, especially if you have prior training. Being able to discuss relevant safety protocols and compliance measures will demonstrate your commitment to workplace safety.
✨Tip Number 3
Showcase your customer service skills by preparing examples of how you've effectively communicated with vendors or managed office operations in previous roles. This will highlight your ability to maintain a positive environment.
✨Tip Number 4
Network with professionals in facilities management through platforms like LinkedIn. Engaging with industry groups can provide insights into the role and may even lead to referrals, increasing your chances of landing the job.
We think you need these skills to ace Facilities Coordinator
Some tips for your application 🫡
Tailor Your CV:Make sure your CV highlights relevant experience in facilities management, vendor coordination, and health and safety compliance. Use keywords from the job description to demonstrate your fit for the role.
Craft a Compelling Cover Letter:Write a cover letter that showcases your customer focus and communication skills. Mention specific examples of how you've successfully managed facilities or improved operational efficiency in previous roles.
Highlight Relevant Skills:Emphasise your IT literacy, particularly with MS Suite, and any prior occupational health and safety training. These skills are crucial for the Facilities Coordinator position and should be clearly stated in your application.
Proofread Your Application:Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail, which is essential for this role.
How to prepare for a job interview at Newmark
✨Understand Facilities Management Processes
Familiarise yourself with the key facilities management processes that align with global standards. Be prepared to discuss how you can support these processes and any relevant experience you have in implementing or maintaining them.
✨Showcase Your Communication Skills
As a Facilities Coordinator, you'll need to liaise with vendors and contractors regularly. Highlight your communication skills during the interview by providing examples of how you've effectively managed relationships and resolved issues in previous roles.
✨Demonstrate IT Literacy
Since the role requires logging and tracking activities via a CMMS system, be ready to discuss your proficiency with IT tools, especially the MS Suite. Mention any specific software you've used and how it has helped you in your previous positions.
✨Emphasise Health and Safety Awareness
Health and safety compliance is crucial in this role. Prepare to talk about any prior training or experience you have in occupational health and safety, and be ready to discuss how you would approach safety inspections and risk assessments.
