Front of House & Facilities Coordinator

Location: Coventry. Salary: £28,500 per annum.

About the Role

Atlas Workplace Services is seeking a professional and customer-focused Front of House & Facilities Coordinator to join our team supporting our Client in Coventry. This is a varied, hands-on role combining front-of-house responsibilities with facilities coordination. Acting as the first point of contact, you’ll deliver an exceptional visitor experience while supporting the day-to-day delivery of Total Facilities Management (TFM) services.

Principle Duties and Responsibilities

• Logging issues via our internal help desk pertaining to items within Atlas Workplace Services’ management including maintenance, cleaning, etc and monitoring progress to resolve.
• Supporting, assisting and supervising all facilities activities across the sites.
• Preparing meeting rooms for a range of uses, including setting out, removal and storage of furniture and equipment, in accordance with health and safety and manual handling procedures.
• Carrying out minor fabric repairs as directed by the Contract Manager.
• Cleaning designated areas as and when required.
• Completion of periodic cleaning tasks.
• Ensuring that bodily and other emergency spillages are dealt with in accordance with the agreed procedures.
• Disposing of waste materials arising from the use of the premises that are not covered by alternative arrangements.
• Stock control of site consumables.

Front of House & Hospitality

• Act as the first point of contact for all visitors, contractors and stakeholders, providing a professional meet and greet service.
• Manage visitor sign-in processes and ensure compliance with site security and health & safety procedures.
• Coordinate meeting room bookings and scheduling using site booking systems.
• Prepare meeting rooms for client meetings, training sessions and events, ensuring rooms are presented to a high standard.
• Coordinate hospitality requirements including catering, refreshments and room setup.
• Conduct room checks before and after meetings to ensure cleanliness, functionality and readiness for use.
• Liaise with internal teams and service providers to ensure meeting and event requirements are delivered effectively.
• Maintain reception, breakout and communal areas to a professional standard at all times.
• Manage incoming calls, emails and general enquiries, directing requests appropriately.

Operational

• Support the Facilities Manager to ensure all TFM services are managed, delivered and developed in line with contractual and continuous improvement commitments.
• Promote a culture of change and enhancement, always challenging the norm and identifying ways to improve service delivery.
• Ensure consistently high and uniform standards are delivered.
• Work closely with account coordinators ensuring coordination of planned and reactive tasks are completed in advance of requirements to ensure smooth delivery.
• Assist the Contract Manager by contributing to the management information for presentation to Atlas Workplace Services.
• Create a customer-focused culture, developing excellent relationships and effective stakeholder management through good communication, taking ownership, delivering commitments and working together.
• Lead by example promoting a customer-centric and health & safety culture.
• Continuously review and assess processes and ways of working to lead a best-in-practice service to the customer.
• Suggest, implement and monitor success factors of trialling new ways of working.
• Support the Facilities Support Manager with day-to-day facilities administration and operational activities.
• Develop knowledge and competency in Atlas Workplace Services systems, processes and CAFM platforms.
• Assist with the production of client reports, service performance data and monthly reporting packs.
• Support the collation, validation and analysis of operational data to ensure accurate reporting.
• Assist with monitoring service delivery KPIs and continuous improvement initiatives.
• Support the management of planned and reactive works through CAFM systems and associated reporting tools.
• Develop an understanding of contract compliance requirements and support the maintenance of operational records.
• Participate in training and development activities to build knowledge of facilities management best practice.

Health & Safety and Compliance

• Ensure a quality company image is portrayed by site-based staff and the client’s business is respected and supported at all times to ensure a safe and compliant environment.
• Provide site-specific inductions to contractors before commencement of any work and ensure required paperwork/permits are completed in line with Atlas Workplace Services’ control procedures.
• Manage and maintain all PPM and statutory records on site to ensure a fully compliant service delivery at all times.
• Operate within agreed operational and/or management guidelines, ensuring company policies and procedures are adhered to while always working within the limits of Atlas Workplace Services corporate governance.
• Escalate any H&S issues in the event of serious concerns and liaise with Atlas Workplace Services’ Head of Health & Safety.
• Report all incidents and accidents.
• Any other tasks assigned by your line or contract manager in line with individual skills and qualifications.

About You

Minimum Qualifications, Certifications and Training required

• GCSE English and Maths or equivalent.
• BICSc Qualifications (Desirable).
• Accredited Health and Safety qualification e.g. IOSH Managing Safely (Desirable).
• First Aid Certificate (Emergency First Aid at Work as a minimum) (Desirable).

Essential Knowledge, Skills and Experience for this role

• Minimum of 3 years in a Multi-Service FM Delivery environment.
• Good communication skills both verbal and written.
• Excellent organisational skills.
• Previous experience of using CAFM systems.