Facilities Coordinator

The Facilities Coordinator plays a vital role in the day-to-day operations of the London office and sits within our Office Support function.

Department: Integrative

Location: London, UK

This role is a 12-month fixed-term contract.

Key Responsibilities

• Coordinate and monitor planned and reactive facilities maintenance, repairs and minor works.
• Ensure compliance with all applicable Health & Safety legislation, regulations, Approved Codes of Practice (ACoPs), and company policies.
• Conduct regular workplace inspections and audits, identifying hazards and ensuring corrective actions are implemented in a timely manner.
• Review and maintain contractors' compliance documentation, including Risk Assessments and Method Statements (RAMS), insurance certificates, and ensure Permit to Work applications are submitted through the landlord portal.
• Support the Senior Office Services Manager in monitoring and controlling Facilities and Health & Safety budgets and expenditure.
• Upload invoices into Concur, process facility-related expenses, and maintain the Operational Expenditure (Opex) spreadsheet.
• Coordinate and manage office desk moves, departmental relocations, seating plans, and workplace changes, ensuring minimal disruption to business operations.
• Support the Senior Office Services Manager in coordinating office fit-outs, refurbishments, workplace improvements, and office moves, working closely with contractors and key stakeholders to ensure projects are delivered safely, on time, within budget, and in compliance with Health & Safety requirements. Previous corporate experience managing fit-outs and refurbishment projects is essential.
• Liaise with vendors, suppliers, and contractors regarding service delivery, Service Level Agreements (SLAs), and contract renewals.
• Maintain inventory levels for office equipment, furniture, facilities supplies and other assets.
• Schedule and coordinate planned preventative maintenance (PPM) activities and manage reactive maintenance requests.
• Respond promptly and effectively to maintenance emergencies and coordinate appropriate remedial actions.
• Liaise with employees, contractors & landlord building management team to ensure efficient delivery of facilities services.
• Conduct New Starter Health & Safety and Facilities inductions.
• Carry out Display Screen Equipment (DSE) assessments, Personal Emergency Evacuation Plans (PEEPs), and other risk assessments as required.
• Work collaboratively with the wider Integrative team regarding various administrative overflow tasks and assisting with important delegation visits and key calendar dates i.e. International Energy Week etc.

Skills, Knowledge and Expertise

• Degree educated
• Proficiency with Microsoft Office & Advanced Excel. Ideally IOSH or NEBOSH qualified and methodical in approach to managing risks and adhering to HSE legislation.
• Previous experience from a corporate background required, i.e., law, finance or management consultancy.
• Excellent communication and interpersonal skills.
• Strong organisational skills with the ability to prioritise, schedule, and manage multiple tasks effectively.
• Collaborative team player with the ability to build strong working relationships across all levels of the business.
• High level of confidentiality, professionalism, and discretion.
• Proficient in Microsoft Office, with advanced Excel skills.
• Excellent written and spoken English, with strong spelling and grammar.
• Exceptional attention to detail and accuracy.
• Resourceful, proactive, and able to work independently using initiative.
• Customer-focused with a commitment to delivering high-quality workplace experience.
• Strong problem-solving skills and the ability to respond effectively to changing priorities.
• Experience coordinating office moves, fit-outs, and refurbishment projects within a corporate environment.
• A flexible approach to supporting business needs
• Punctual, reliable and a strong team player

Benefits

• Competitive salary (commensurate with experience)
• Private Medical, Dental and Travel Insurance
• Life Assurance
• Annual Gym Allowance
• Contributory Pension Scheme
• 25 days annual leave
• Discretionary Bonus

This is a full-time position, with the successful candidate being required to attend the London office 4 days per week.

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