Facilities Coordinator in Weybridge

Vinarchy is an exceptional global wine company committed to redefining wine. Crafting extraordinary wines in Australia, New Zealand, Spain, Italy, South Africa, Chile and the United States, we are relentlessly innovative, ambitious and imaginative at every stage from grape to glass.

About the role

The Facilities Coordinator will be responsible for supporting the day-to-day operation of the current office while playing a key role in preparing the workplace for closure and relocation as part of an office move for a 6 month period (Fixed term contract). Reporting directly to the EA to the MD EMEA, this role will work closely with them to ensure the office is maintained, organised, and operational in the short term, while also supporting the pack-up, decommissioning, and transition activities required for the upcoming move. Due to the nature of this role, office attendance is required 5 days per week.

Key Responsibilities Include:

• Office Relocation
  • Work in close partnership with the EA to MD EMEA on the office relocation, supporting all facilities-related activities.
  • Assist with planning and coordinating the pack-down and preparation of the current office for relocation.
  • Support logistics related to furniture, equipment, and office assets.
  • Liaise with internal stakeholders, building management, and external vendors involved in the office move.
  • Maintain accurate records relating to assets, facilities documentation, and move-related activities.
  • Provide hands-on support to ensure timelines and operational requirements are met.
• Day-to-Day Facilities & Office Management
  • Ensure the smooth and professional running of the office while it remains operational.
  • Act as the primary point of contact for facilities and maintenance issues.
  • Liaise with contractors and service providers, ensuring works are scheduled, completed, and followed up appropriately.
  • Conduct regular office walk-arounds to identify issues and maintain standards.
• Health & Safety & Building Compliance
  • Support general Health & Safety (H&S) administration for the office.
  • Assist with day-to-day H&S matters, including logging issues and coordinating resolutions.
  • Coordinate and deliver building and office inductions for new starters, visitors, or contractors as required.
  • Act as a point of contact for building management on compliance-related matters.
  • Support the maintenance of basic H&S records and documentation.
• Office Administration & Operational Support
  • Manage day-to-day office administration, including raising and tracking purchase orders, processing invoices related to facilities and office services, coordinating courier bookings and deliveries, managing incoming and outgoing deliveries.
  • Oversee office supplies, including snacks and refreshments, kitchen, stationery, and general office consumables.
  • Support meeting room management by ensuring room readiness and basic setup, ensuring spaces are presentable and functional.
  • Reception and front-of-house duties, including greeting visitors, supporting meeting logistics, and being a visible point of contact in the office.
• Stakeholder Management
  • Build effective working relationships with internal teams, building management, external contractors and suppliers.

What You’ll Bring:

Essential

• Previous experience in facilities, office coordination, or workplace administration roles.
• Strong organisational and administrative skills.
• Experience managing suppliers, contractors, or service providers.
• Comfortable handling operational, hands-on tasks.
• Confident communicator with good attention to detail.
• Ability to manage multiple priorities in a changing environment.

Desirable

• Experience supporting office moves, refurbishments, or closures.
• Basic knowledge of Health & Safety processes in an office environment.
• Experience raising purchase orders.

Why Join Us?

Vinarchy is a home for passionate people to do their very best work. We believe in empowering our people and celebrating success. We offer a competitive rewards package and the opportunity to work with a world-class team. You will also have access to:

• Annual wine allowance and access to unique wine specials.
• Paid Parental Leave.
• Start your weekend early with our Fast Friday finishes!
• Modern office located in Weybridge.
• Go Beyond Day – make a difference in your local community.
• Access to an extensive online learning library.
• Private Health Insurance Discounts & Annual Flu Vaccination Program.
• Employee Assistance Program & various exclusive employee discounts.

At Vinarchy we are dedicated to building a diverse, dynamic and inclusive culture. Prospective candidates will be required to provide proof of legal work rights and undertake relevant pre-employment screening to verify eligibility and suitability.