We are seeking an experienced and proactive Facilities Coordinator to join a busy team on a temporary basis to provide essential cover. This is a full-time, site-based role located at our client's premises in Citywest.
This position requires someone who can start immediately to allow for a handover period with the current Facilities Coordinator.
The successful candidate will play a key role in supporting the day-to-day operation of the site, working closely with the Facilities Management (FM) team, contractors, and the client to ensure the building operates efficiently and delivers an excellent workplace experience.
Please note: A significant part of this role involves physical furniture setups, office moves, and responding to move requests. Candidates must be comfortable undertaking manual handling activities as part of their daily responsibilities.
Key Responsibilities
Meeting & Conference Room Support
- Support the setup and breakdown of meeting rooms, conference spaces, and on-site events.
- Coordinate the event support process, including receiving requests, estimating requirements, coordinating logistics, and tracking progress.
- Ensure all furniture, equipment, and room setup requirements are delivered to the client's standards.
- Respond efficiently to changes and last-minute requests.
- Conduct post-event reviews and recommend improvements where appropriate.
- Carry out regular inspections of meeting and conference areas, ensuring rooms remain clean, organised, and fully stocked.
- Inspect furniture and equipment, reporting damage and recommending repairs or replacements where required.
Facilities Operations
- Support the Facilities Management team with the day-to-day operation of the building, including both internal and external facilities.
- Assist in managing operational service providers and contractors.
- Monitor corrective actions and ensure works are completed in line with client expectations.
- Support the delivery of small facilities and workplace projects.
- Assist with requests for information, reporting, and data gathering exercises.
- Produce site inspection reports and ensure follow-up actions are completed promptly.
- Attend regular FM meetings and provide updates on operational activities.
- Support the Space Planning (SPO) and Moves, Adds & Changes (MAC) teams with space planning requests, office moves, and workplace projects.
- Assist with office relocations, furniture moves, and workspace reconfigurations.
- Complete any additional tasks or reporting requested by the account management team.
Skills & Experience
Essential:
- Previous experience in a Facilities Coordinator or similar facilities support role.
- Comfortable carrying out physical furniture setups, office moves, and manual handling activities.
- Strong customer service skills with the ability to work in a client-facing environment.
- Excellent organisational skills with the ability to manage multiple priorities.
- Strong verbal and written communication skills.
- Proficiency in Microsoft Office (Excel, Word, Outlook and PowerPoint).
- Ability to work independently while also collaborating effectively within a wider team.
- High attention to detail and a proactive approach to problem solving.
Desirable:
- Experience using CAFM systems or similar facilities management software.
- Experience coordinating business events, meeting rooms or conference facilities.
- Experience supporting workplace moves, space planning or facilities projects.
What's on Offer
- Immediate start with handover opportunity.
- Full-time hours (Monday to Friday, 8:00am - 4:30pm).
- Opportunity to work within a professional client-facing environment.
- Varied role supporting facilities operations, workplace projects and events.
- Potential opportunity to be considered for longer-term opportunities.
