Facilities & Office Coordinator in City of London

Location: London

Role Type: Full Time, Permanent

Position Summary

The Office and Facilities Coordinator is responsible for ensuring the smooth day-to-day operations of the office environment and managing facility-related services. This role supports employees by maintaining a safe, efficient, and welcoming workspace, coordinating office services, overseeing vendors, and assisting with administrative projects. The ideal candidate is highly organised, proactive, and service-oriented, with excellent communication skills and the ability to balance multiple priorities.

Key Responsibilities

Office Co-ordination

• Serve as the first point of contact for office-related enquiries and requests. Greeting visitors and ensuring they are set up for their meeting.
• Own the meeting room schedule ensuring rooms are available to be booked online and set up correctly.
• Ensure the look and feel of the office is maintained to a high standard – following up with cleaning and maintenance contractors as needed.
• Handle all incoming and outgoing mail and deliveries along with managing couriers.
• Assist with onboarding and workspace setup for new employees.
• Manage office supplies, equipment, and inventory; order replacements as needed (stationery, office snacks, kitchen/bathroom supplies).

Facilities Management

• Oversee the maintenance, cleanliness, and functionality of the office and common areas.
• Manage all leased goods - photocopier, coffee machine, zip taps etc.
• Act as the primary liaison with building management, security, and service vendors.
• Monitor and schedule facility repairs, upgrades, and preventive maintenance.
• Ensure compliance with workplace safety, health, and accessibility standards.
• Manage office moves, seating plans, and space utilisation as and when required.
• Manage vendor and budget co-ordination with support from Finance ensuring cost-effective solutions while maintaining quality standards.
• Manage vendor relationships, contracts and invoices for office services (cleaning, catering, IT, utilities).
• Organise recycling waste and confidential waste collection/shredding.
• Track and reconcile office and facilities expenses against budget.

IT Support

• Working with NeTeam our IT contractors, arrange IT Kit for new starters - inc. setting up new emails and ordering kit.
• Manage IT Kit for office inc. warranty repairs and stock.
• Manage mobile phone contracts with supplier and ordering mobile phones for new starters.
• Notify IT of any IT related issues – internet problems, printer issues, meeting room connectivity etc.

Employee Experience & Support

• Promote a positive and productive workplace environment.
• Support company initiatives for sustainability, wellness, and community-building.
• Coordinate employee engagement activities related to the office space (Monthly Brunch Club, Townhalls, Team Building).
• Support the EAs as needed for various internal and external events.

Qualifications & Experience

• Previous experience in office management, facilities coordination or administrative support.
• Strong organisational and multitasking abilities
• Excellent verbal and written communication
• Proficiency in Microsoft Office Suite
• Knowledge of health and safety regulations is a plus
• Ability to build strong relationships with employees, vendors and stakeholders
• Proactive problem-solving nature with high attention to detail
• Ability to work independently while managing multiple tasks
• Comfortable working in a fast-paced environment

Why Join Us

At Relevent Football Partners, you’ll be part of a passionate, global team committed to shaping the future of football in innovative and impactful ways. We offer a collaborative culture, exciting growth opportunities, and the chance to make a real difference in one of the world’s most beloved sports.