At a Glance
- Tasks: Coordinate facilities and workplace services to ensure a smooth and efficient office environment.
- Company: Join a leading boutique financial services and technology firm with a vibrant culture.
- Benefits: Competitive salary, bonus, and a friendly, informal work atmosphere.
- Other info: Opportunity for career growth in a tech-driven environment.
- Why this job: Make a significant impact in a fast-growing global firm while developing your skills.
- Qualifications: 2-3 years in facilities or workplace operations; strong Excel and communication skills.
The predicted salary is between 45000 - 55000 € per year.
Our client is a leading boutique financial services and technology firm with several offices worldwide. We are looking to hire a Facilities & Workplace Coordinator to work in the busy and vibrant London office in the city.
This firm is deeply rooted in hiring the best talent and setting the highest industry standards. With a commitment to rewarding hard work, the team culture is friendly, informal, collaborative, innovative, and entrepreneurial.
This role is filled with plenty of opportunities where you will be able to make a significant impact on the business. Please note this role is based on site 5 days a week in the London office.
The Facilities & Workplace Services Coordinator supports the smooth, safe, and efficient operation of the workplace. The role focuses on facilities management, vendor coordination, health and safety compliance, workplace administration, and employee support. The coordinator works closely with internal teams, building management, and external suppliers to ensure the office environment is well maintained and fully operational.
Workplace Operations- Monitor the Workplace Services (WPS) inbox, responding to queries and coordinating requests.
- Conduct daily checks across office floors to ensure systems, equipment, and spaces are functioning correctly.
- Communicate with HR, IT, and other teams regarding office issues or maintenance needs.
- Organise and audit critical spare parts, keeping stockrooms tidy and accessible.
- Send new starter communications and provide WPS introductions and office information.
- Support onboarding and offboarding by allocating desks and lockers, coordinating with Front of House.
- Conduct desk and space audits, identifying faults and ensuring allocations remain accurate.
- Submit weekly catering numbers and assist with workplace service arrangements.
- Represent WPS at relevant committee meetings.
- Support workplace events such as summer and Christmas parties.
- Identify, log, and report faults or maintenance issues to contractors or building management.
- Respond promptly to reactive tickets and requests (temperature, lighting, power, office faults).
- Coordinate planned preventative maintenance (PPM) schedules and contractor site visits.
- Liaise with third-party suppliers and building management to arrange service access.
- Ensure contractor documentation and Permits to Work are submitted and logged.
- Review contractor job reports and follow up on repairs or parts ordering.
- Support contract management, including renewals and documentation.
- Run monthly security access reports and work with HR to review user access and attendance.
- Log contractor attendance and service records for all site visits.
- Support weekend works, powerdowns, and essential out-of-hours activities.
- Prepare workplace spaces for powerdowns, desk moves, and operational changes.
- Assist with workspace reconfiguration and desk move projects.
- Attend key PPM visits to ensure compliance and alignment with internal teams.
- Conduct regular floor inspections and monitor first aid supplies.
- Assist with risk assessments and general safety compliance.
- Manage communications related to emergency fire evacuations.
- Attend quarterly tenancy meetings with building management.
- Track and process supplier invoices, receipts, and administrative documentation.
- Work with Finance to manage team credit card expenses and ensure timely receipt submission.
- Raise and amend purchase orders and maintain the WPS PO log.
- Support contract administration and renewal tracking.
- Provide reception cover during breaks and annual leave, including greeting visitors and supporting meeting room needs.
- Assist with meeting room setups and event coordination.
- Strong Excel skills (intermediate to advanced).
- Comfortable using AI tools to streamline reporting, documentation, and operational workflows.
- 2–3 years’ experience in facilities, workplace operations, or building services.
- Understanding of Building Management Systems (BMS) and workplace systems.
- Mechanical or engineering aptitude, with the ability to troubleshoot basic M&E issues.
- Knowledge of health and safety compliance, including risk assessments and fire safety.
- Experience coordinating contractors, PPM schedules, cleaning and catering staff, and vendor relationships.
- Strong organisational skills with attention to detail and the ability to manage multiple priorities.
- Clear communication skills and confidence working with internal teams, contractors, and building management.
- Proactive, solutions-focused approach with an interest in improving processes and operational efficiency.
- Relevant certifications (advantageous but not always required): IOSH or NEBOSH, First Aid or Fire Marshal, BMS or building services training.
- Understanding of building operations — lifts, HVAC, electrical systems, fire panels, and access control.
- Salary between £45,000 and £55,000 plus bonus.
- A great environment whereby technology is key to our success.
- The upside of a start-up without the associated risks.
- Friendly, informal, and highly rewarding culture.
- A fast-growing global firm with plenty of opportunities where you will have a significant impact.
Facilities & Workplace Coordinator in City of London employer: The Talent Space
Our client is an exceptional employer, offering a vibrant and collaborative work culture in the heart of London. With a strong commitment to employee growth and innovation, the Facilities & Workplace Coordinator role provides ample opportunities to make a meaningful impact while enjoying a friendly and informal atmosphere. The firm values hard work and rewards it with competitive salaries, bonuses, and a supportive environment that embraces technology as a key to success.
StudySmarter Expert Advice🤫
We think this is how you could land Facilities & Workplace Coordinator in City of London
✨Tip Number 1
Network like a pro! Reach out to people in the industry, attend events, and connect with current employees at the firm. A friendly chat can sometimes lead to opportunities that aren’t even advertised.
✨Tip Number 2
Prepare for interviews by researching the company culture and values. Since this role is all about collaboration and innovation, think of examples from your past experiences that showcase these traits.
✨Tip Number 3
Show off your problem-solving skills! Be ready to discuss how you’ve tackled challenges in facilities management or workplace operations. They’ll want to see your proactive approach in action.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, we love seeing candidates who take that extra step to engage with us directly.
We think you need these skills to ace Facilities & Workplace Coordinator in City of London
Some tips for your application 🫡
Tailor Your CV:Make sure your CV reflects the skills and experience mentioned in the job description. Highlight your facilities management experience and any relevant certifications to catch our eye!
Craft a Compelling Cover Letter:Use your cover letter to tell us why you're the perfect fit for the Facilities & Workplace Coordinator role. Share specific examples of how you've improved workplace operations or managed vendor relationships in the past.
Show Off Your Tech Skills:Since we value tech-savvy candidates, mention any experience you have with AI tools or Building Management Systems. This will show us that you're ready to streamline processes and enhance operational efficiency.
Apply Through Our Website:We encourage you to apply directly through our website. It’s the best way for us to receive your application and ensures you’re considered for this exciting opportunity in our vibrant London office!
How to prepare for a job interview at The Talent Space
✨Know Your Facilities Management Basics
Brush up on your knowledge of facilities management and workplace operations. Be ready to discuss your experience with vendor coordination, health and safety compliance, and how you’ve handled maintenance issues in the past. This will show that you understand the core responsibilities of the role.
✨Showcase Your Organisational Skills
Prepare examples that highlight your strong organisational skills. Think about times when you managed multiple priorities or coordinated events. Being able to demonstrate your attention to detail and ability to juggle tasks will impress the interviewers.
✨Familiarise Yourself with Technology
Since the firm values technology, be prepared to discuss any AI tools or software you’ve used to streamline processes. Highlight your Excel skills and any experience with Building Management Systems (BMS) to show you’re tech-savvy and ready to contribute.
✨Communicate Clearly and Confidently
Practice clear communication by preparing answers to common interview questions. Be ready to explain how you would handle queries from internal teams or contractors. Confidence in your communication will reflect your ability to work collaboratively in a friendly and informal environment.
