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- 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.
- Why this job: Make a significant impact in a fast-growing global firm with plenty of opportunities.
- Qualifications: 2-3 years in facilities or workplace operations; strong Excel and communication skills.
- Other info: Work on-site in London, with a focus on collaboration and innovation.
The predicted salary is between 45000 - 55000 ÂŁ per year.
Our client is a leading boutique financial services & 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 also friendly, informal, collaborative, innovative and entrepreneurial. This role is filled with plenty of opportunities where you will be able to make a significant impact to 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 thirdâparty 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 outâofâhours 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.
- 2â3 yearsâ 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, solutionsâfocused approach with an interest in improving processes and operational efficiency.
- IOSH or NEBOSH
- First Aid or Fire Marshal
- BMS or building services training
- Understanding of building operations â lifts, HVAC, electrical systems, fire panels, and access control.
What we offer:
- Salary between ÂŁ45,000 and ÂŁ55,000 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 London employer: The Talent Space
Contact Detail:
The Talent Space Recruiting Team
StudySmarter Expert Advice đ¤Ť
We think this is how you could land Facilities & Workplace Coordinator in London
â¨Tip Number 1
Network like a pro! Reach out to people in the industry, attend events, and connect with potential colleagues on LinkedIn. You never know who might have the inside scoop on job openings or can put in a good word for you.
â¨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 your ability to work well in a team and drive improvements.
â¨Tip Number 3
Practice your responses to common interview questions, especially those related to facilities management and workplace operations. Being able to articulate your experience with vendor coordination and health and safety compliance will set you apart.
â¨Tip Number 4
Donât forget to apply through our website! Itâs the best way to ensure your application gets noticed. Plus, we love seeing candidates who are proactive and take the initiative to engage directly with us.
We think you need these skills to ace Facilities & Workplace Coordinator in London
Some tips for your application đŤĄ
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 Excel Skills: Since strong Excel skills are a must, consider including a brief mention of your proficiency in your application. If youâve used Excel for reporting or managing data, let us know!
Apply Through Our Website: We encourage you to apply directly through our website. Itâs the best way for us to receive your application and ensures youâre considered for this exciting opportunity!
How to prepare for a job interview at The Talent Space
â¨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 youâve handled maintenance issues in the past. This will show that you understand the core responsibilities of the role.
â¨Showcase Your Organisational Skills
Prepare examples that highlight your strong organisational skills and attention to detail. Think about times when you managed multiple priorities or coordinated events. Being able to articulate these experiences will demonstrate your capability to handle the busy environment of the London office.
â¨Familiarise Yourself with Technology
Since the firm values technology, be prepared to discuss your proficiency with Excel and any AI tools you've used to streamline processes. Mention specific instances where you improved operational workflows using technology, as this aligns with their innovative culture.
â¨Communicate Clearly and Confidently
Practice clear communication by preparing answers to common interview questions. Youâll need to convey your ideas effectively, especially when discussing your interactions with internal teams and contractors. Confidence in your communication will reflect well on your ability to collaborate in a friendly and informal team culture.