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