THIS ROLE WILL START ON 21 HOURS PER WEEK AND WILL THEN MOVE TO 25 HOURS, WHICH COULD THEN GO TO 28 HOURS PER WEEK, DEPENDING ON WORKLOAD, SO YOU MUST BE FLEXIBLE TO BE ABLE TO DO THESE HOURS-THIS WILL THEN HOPEFULLY MOVE INTO A PERM ROLE WITH EXCELLENT COMPANY BENEFITS
THERE WILL BE A HANDOVER AND WE ARE LOOKING FOR SOMEONE WITH STRONG OFFICE ADMINISTRATION AND FACILITIES EXPERIENCE
The Facilities Coordinator will ensure a safe, compliant, and efficient working environment for all staff. This role combines responsibility for health and safety management with oversight of workplace operations, including office facilities and staff well-being.
*Oversee the day-to-day office operations to ensure a safe, productive, and welcoming environment.
*Ensure timely maintenance, repairs, and day-to-day contractor management including scheduling and overseeing minor office repairs and maintenance.
*Purchase and organise office supplies, working with the Workplace and Safety Manager to ensure value for money.
*Support hybrid working arrangements and ensure ergonomic standards for staff. Ensure all workstations are DSE compliant.
*Support new starters by completing thorough office inductions, including H&S and office tours.
*Ensure all assets and driving for work forms are completed by new starters.
*Manage ID cards and office fobs for all staff, ensuring security protocols are followed.
*Support the delivery of any facilities projects, including any refurbishments or improvement works under the supervision of the Workplace & Safety Manager.
*Oversee office maintenance – water orders, bin collections, contract visits, and PAT testing.
*Always work to improve efficiency of company recycling, minimising waste.
*Ensure the office is free from fire hazards, keeping it clean and tidy, including organising office deliveries.
*Oversee the effectiveness of the cleaning company, monitoring services, and meeting with the account manager regularly.
*Work collaboratively with the customer service team to ensure Reception is managed effectively, occasionally covering the service when needed.
*Use a variety of software packages (such as Word, Outlook, PowerPoint, and Excel) to produce correspondence and documents.
*Arrange couriers and deliveries as necessary to support the business and customer service.
*Maintain office equipment and subscriptions including the franking machine and photocopier.
*Ensure the kitchen is well maintained, safe and clean including milk and bread stocks.
*Support a positive workplace culture by assisting with internal and external events such as Christmas parties and resident panels/open days.
Health & Safety
*Coordinate fire drills, maintain first aid kits, and conduct weekly fire checks.
*Complete office compliance checks, including fire extinguishers, first aid kits, defibrillator, fire doors, fire curtain, refuge button, and escape routes.
*Manage the Archive Warehouse contract under the supervision of the Workplace & Safety Manager. Use the online portal to ensure the organisation is meeting document retention deadlines.
*Work under the supervision of the Workplace & Safety Manager to oversee the Lone Working portal. Issue lone working devices, assign e-learning to staff, send usage reports to management, and handle day-to-day queries on the process and devices.
*Conduct pool car checks, manage the pool car, and grey fleet driving register, complete vehicle checklists and ensure staff are following procedures on usage, escalating any issues, as necessary.
*Issue eye test vouchers and coordinate annual flu jab offers.
*Assist the Workplace & Safety Manager in managing accidents and incidents, including conducting investigations and assisting with reports for manager sign off.
*Assist the Workplace & Safety Manager in developing and maintaining workplace procedures, templates, and internal systems to ensure consistency and compliance.
Knowledge, skills, experience, requirements
*Experience in an office facilities role including basic health and safety.
*Ability to manage contractors and build positive relationships with internal stakeholders.
*Strong planning, organisational and time management skills, including the ability to progress numerous initiatives simultaneously, prioritise work under pressure and complete within deadlines.
*Able to use own initiative and communicate decisions in an efficient, friendly, and professional manner.
*Ability to work under pressure and within changing priorities.
*Proactive and solution focused.
*Strong attention to detail and commitment to compliance.
*Collaborative and approachable, with a focus on staff well-being.
*Strong analytical and problem-solving skills, with the ability to identify inefficiencies and implement solutions.
*Previous employment within the Housing sector.
*Previous experience in Health and Safety Management.
*Previous experience with project management.
*Good IT knowledge and skills, including confidence with data entry and spreadsheets.
*Able to work within a strong team environment, covering for others when needed.
*Demonstrate commitment to customers and the communities served.
*Treat all residents and colleagues with respect.
*Embrace working in an environment where individuals take responsibility for their actions and consider how their behaviour impacts the wider team.
Should your application be successful, you will be contacted shortly.
Please note: The job title shown above may be different to local job titles used in our business and issued on any contract of employment.
Thank you for your interest in our role. E-Personnel Recruitment endeavours to respond to all applications, however, due to the volume of CVs received, this may not always be possible.
Apply in the strictest of confidence to E-Personnel Recruitment, specialists in Permanent & Temporary Recruitment and a member of the Recruitment & Employment Confederation (REC) which is the professional body for the recruitment industry.