Group Real Estate & Facilities Coordinator

Purpose To support the Real Estate & Strategic Initiatives Director in the operational management of the Group’s property portfolio, ensuring that facilities across all sites are maintained to a high standard, compliant with regulations, and aligned with strategic objectives. This role bridges the gap between strategic property oversight and day-to-day facilities execution, working closely with Office Managers and site coordinators.

Key Responsibilities

• Conduct regular inspections of office sites to assess maintenance needs and compliance.
• Coordinate minor repairs, maintenance schedules, and contractor visits.
• Support onboarding of new sites, including initial inspections and setup logistics.
• Assist with office moves, refits, and space planning projects.
• Maintain Health & Safety documentation and ensure annual risk assessments are completed.
• Track and report incidents; support the Health & Safety programme in collaboration with Office Managers.
• Ensure fire safety and first aid protocols are implemented and reviewed regularly.
• Monitor waste management and recycling compliance across sites.
• Identify opportunities for sustainability improvements and report findings to the Real Estate Director.
• Support implementation of energy‑efficient practices and procurement aligned with sustainability goals.
• Act as point of contact for local contractors and suppliers.
• Assist in managing service‑level agreements and performance reviews.
• Support alignment of contracts across sites to ensure cost efficiency.
• Maintain property management platforms (e.g. Web Terrier) with key dates and updates.
• Produce monthly management information on facilities performance, compliance status, and operational issues.
• Attend property management meetings and support coordination across departments.
• Implement and manage nationwide facilities management software to monitor site compliance, maintenance, and performance, ensuring consistent standards and reporting across all locations.

About You

Skills & Experience

• 3–4 years’ experience in facilities coordination, property operations, or a similar role.
• Working knowledge of UK Health & Safety regulations and sustainability practices.
• Strong organisational and communication skills.
• Experience with property management platforms (e.g. Web Terrier).
• Comfortable working across multiple sites and teams.

Personal Attributes

• Proactive and able to take initiative.
• Detail‑oriented with a high standard of accuracy.
• Able to work independently and as part of a team.
• Strong problem‑solving skills and a flexible approach.

IT Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Familiarity with facilities management and compliance software.

Travel Requirements

• Willingness to travel between sites as required.

Qualifications

• NEBOSH or IOSH certification.
• Facilities Management or Building Services qualification (Level 3 or above).
• GCSE‑level Maths and English (minimum).

Reporting Line

• Reports to: Real Estate & Strategic Initiatives Director
• Works closely with: Office Managers, Site Coordinators, and External Contractors