Facilities Coordinator ( Office Services )

Job Title: Facilities Co-Ordinator

Reporting to:Regional Senior Facilities Co-Ordinator

Check you match the skill requirements for this role, as well as associated experience, then apply with your CV below.
Location:Belfast
Contract Type:Permanent

Overall Purpose of the Role

To deliver high-quality facilities management (FM) services across the business, supporting staff, visitors, and stakeholders. The Facilities Co-Ordinator ensures the smooth operation of workplace services, maintains compliance, and fosters a safe, clean, and well-equipped environment.

Key Responsibilities

• Act as a key liaison between the business and FM service providers, ensuring effective communication and service delivery.
• Support the Regional Senior Facilities Co-Ordinator in managing stakeholder relationships and facilitating service improvements.
• Implement changes to contracted services to enhance quality and align with FM best practices.
• Promote a collaborative and transparent partnership with service providers, encouraging innovation and mutual benefit.

Facilities Service Lines

Responsible for overseeing and coordinating the following services:

• Reception & Meeting Room Management
• Cleaning & Hygiene
  
  • Conduct spot checks and audits to ensure cleanliness and presentation standards.
  • Monitor contractor performance and ensure SLAs are met.
  • Authorise and supervise cleaning-related works, review quotes, and approve payments.
• Washroom Facilities
  
  • Ensure washrooms, showers, and changing areas are clean, hygienic, and stocked.
  • Monitor feminine hygiene services and product units to maintain service standards.
• Teapoints & Vending Machines
  
  • Ensure teapoints are clean, stocked, and functional, including vending machines, coffee machines, hot/chilled water taps, microwaves, fridges, and supplies (mugs, glasses, tea bags, cordial, paper towels).
  • Liaise with catering contractors and janitorial staff to resolve issues promptly.
• MFDs (Multi-Function Devices)
  
  • Manage maintenance contractors to ensure the printer fleet is operational and maintained to high standards.
  • Handle call-outs and remedial actions until resolution.
• Stationery, Printing & Scanning
  
  • Order and manage stock levels of stationery and print supplies across all floors.
  • Coordinate business card orders, branded materials, copier paper, and toner replacements.
  • Fulfil small copy/scan jobs locally to improve turnaround and reduce printroom workload.
• Storage Management
  
  • Oversee non-archive storage, aiming to reduce unnecessary storage to zero.
  • Ensure contractors minimise on-site space usage.
  • Monitor critical spares and facilities items (e.g. lamps, catering stock, MFD parts, cleaning equipment).
• Waste & Recycling
  
  • Monitor and enforce proper waste segregation and recycling practices among staff and contractors.
  • Ensure ethical disposal of non-recyclable waste and maintain accurate waste transfer documentation.
  • Supervise waste and recycling contractors, including service quality and invoicing.
• Pest Control
  
  • Ensure regular contract visits and supervise additional call-outs as needed.
• General Facilities Oversight
  
  • AV Support
  • Air Conditioning (Operating Hours)
  • Building Fabric Maintenance
  • Business Continuity
  • Car Parking
  • Document Management
  • Fire Safety & First Aid
  • Health & Safety Compliance
  • Key Management
  • Landscaping & Grounds Maintenance
  • Office Equipment
  • Plumbing
  • Porterage & Distribution
  • Security Coordination
  • Water Services

Helpdesk & Request Management

• Log and track all FM-related requests via email and internal systems, ensuring timely resolution and communication.

Budget Management

• Assist in monitoring and controlling FM budgets in collaboration with the Regional Senior Facilities Co-Ordinator.
• Communicate any out-of-budget activities to the Facilities Manager with appropriate documentation.

Service Delivery

• Ensure all FM services are delivered in line with agreed Service Level Agreements (SLAs) and Key Performance Indicators (KPIs).
• Maintain high standards of service delivery, compliance, and cost-efficiency.

Additional ResponsibilitiesFirst Aid

• Act as a trained First Aider, providing support to staff, clients, and visitors on-site.

Communication

• Maintain professionalism in all verbal and written communication.
• Ensure formal contractual communications are approved by the Head of Facilities Management.
• Coordinate external communications with relevant authorities and stakeholders (e.g. suppliers, contractors, landlords, insurers, HSE, Fire Authority).

Health & Safety

• Support compliance with health and safety legislation and company policy.
• Ensure staff are aware of emergency procedures and escape routes.
• Record and investigate accidents, ensuring appropriate reporting and documentation.
• Review contractor risk assessments and method statements.

Procurement

• Administer procurement activities under guidance from the Soft Services Manager.
• Support negotiation and purchasing of FM services and supplies.
• Evaluate needs, obtain quotes, present recommendations, and manage delivery and installation. xwzovoh
• Maintain records of warranties, guarantees, and service agreements.

Experience & Skills

Essential Experience:

• Minimum 2 years in a similar FM role
• Supplier/sub-contractor management with performance monitoring
• Knowledge of FM standards and legislation
• Experience with stationery, cleaning, and reprographics
• Corporate customer service experience
• Broad understanding of soft services (mailroom, archiving, pest control, vending)

Personal Attributes:

• Customer-focused, diplomatic, and proactive
• Approachable, cheerful, and professional
• Strong organisational and multitasking skills
• Self-motivated and committed
• Able to manage contractors and suppliers effectively
• Clear, courteous, and confident communicator
• Adaptable and capable of working independently within defined authority