Facilities & Workplace Coordinator

Job Description

You could be just the right applicant for this job Read all associated information and make sure to apply.

Our client is a successful trading house, an opportunity has arisen for a Facilities & Workplace Coordinator to support the smooth day-to-day running of its London office. This role is responsible for ensuring the workplace operates efficiently, safely, and to a high standard by coordinating facilities services, contractors, and internal workplace support. Working closely with HR, IT, building management, and external suppliers, the coordinator will help maintain a well-organised and fully operational office environment.

Key Responsibilities

Workplace Operations

• Monitor and manage the Workplace Services inbox, responding to queries and coordinating requests.

• Conduct daily floor checks to ensure office spaces, equipment, and systems are functioning correctly.

• Support onboarding and offboarding processes, including desk and locker allocations.

• Carry out desk and workspace audits to ensure accurate allocations.

• Submit weekly catering numbers and assist with workplace services and events.

Facilities Management

• Identify and report maintenance issues, coordinating with contractors and building management.

• Manage reactive requests including lighting, temperature, power, and general office faults.

• Coordinate planned preventative maintenance (PPM) schedules and contractor site visits.

• Ensure contractor documentation and permits to work are logged correctly.

• Support workspace reconfiguration, desk moves, and operational changes.

• Run monthly security access reports and maintain contractor service records.

Health & Safety

• Conduct regular workplace inspections and monitor first aid supplies.

• Assist with risk assessments and fire safety compliance.

• Support emergency evacuation communications and attend building management meetings.

Administration

• Track supplier invoices and support purchase order processes.

• Maintain workplace service documentation and contract records.

• Provide occasional reception cover and assist with meeting room setups when required.

Skills & Experience

• 2-3 years’ experience in facilities, workplace operations, or building services.

• Strong Excel skills -Intermediate to Advanced confidence managing operational data.

• Experience coordinating contractors, PPM schedules, and vendors.

• Understanding of Building Management Systems (BMS) and office infrastructure.

• Knowledge of health and safety processes including risk assessments and fire safety.

• Strong organisational skills with the ability to manage multiple priorities.

• Clear communication skills and a proactive, solutions-focused approach.

Desirable: IOSH/NEBOSH, First Aid or Fire Marshal certification, or experience with building systems such as HVAC, electrical, and access control. xwzovoh

In return, you can expect a competitive package with excellent benefits.