Facilities Coordinator

Location: Coventry. Salary: £28,500 per annum.

About the Role

Atlas Workplace Services is seeking a professional and customer-focused Front of House & Facilities Coordinator to join our team supporting our Client in Coventry. This is a varied, hands‑on role combining front‑of‑house responsibilities with facilities coordination. Acting as the first point of contact, you’ll deliver an exceptional visitor experience while supporting the day‑to‑day delivery of Total Facilities Management (TFM) services.

Principle Duties and Responsibilities

• Logging issues via our internal help desk pertaining to items within Atlas Workplace Services’ management including maintenance, cleaning, etc and monitoring progress to resolve.
• Supporting, assisting and supervising all facilities activities across the sites.
• Preparing meeting rooms for a range of uses, including setting out, removal and storage of furniture and equipment, in accordance with health and safety and manual handling procedures.
• Carrying out minor fabric repairs as directed by the Contract Manager.
• Cleaning designated areas as and when required.
• Completion of periodic cleaning tasks.
• Ensuring that bodily and other emergency spillages are dealt with in accordance with the agreed procedures.
• Disposing of waste materials arising from the use of the premises that are not covered by alternative arrangements.
• Stock control of site consumables.

Front of House & Hospitality

• Act as the first point of contact for all visitors, contractors and stakeholders, providing a professional meet and greet service.
• Manage visitor sign‑in processes and ensure compliance with site security and health & safety procedures.
• Coordinate meeting room bookings and scheduling using site booking systems.
• Prepare meeting rooms for client meetings, training sessions and events, ensuring rooms are presented to a high standard.
• Coordinate hospitality requirements including catering, refreshments and room setup.
• Conduct room checks before and after meetings to ensure cleanliness, functionality and readiness for use.
• Liaise with internal teams and service providers to ensure meeting and event requirements are delivered effectively.
• Maintain reception, breakout and communal areas to a professional standard at all times.
• Manage incoming calls, emails and general enquiries, directing requests appropriately.

Operational

• Support the Facilities Manager to ensure all TFM services are managed, delivered and developed in line with contractual and continuous improvement commitments.
• Promote a culture of change and enhancement, always challenging the norm and identifying ways to improve service delivery.
• Ensure consistently high and uniform standards are delivered.
• Work closely with account coordinators ensuring coordination of planned and reactive tasks are completed in advance of requirements to ensure smooth delivery.
• Assist the Contract Manager by contributing to the management information for presentation to Atlas Workplace Services.
• Create a customer‑focused culture, developing excellent relationships and effective stakeholder management through good communication, taking ownership, delivering commitments and working together.
• Lead by example promoting a customer‑centric and health & safety culture.
• Continuously review and assess processes and ways of working to lead a best‑in‑practice service to the customer.
• Suggest, implement and monitor success factors of trialling new ways of working.
• Support the Facilities Support Manager with day‑to‑day facilities administration and operational activities.
• Develop knowledge and competency in Atlas Workplace Services systems, processes and CAFM platforms.
• Assist with the production of client reports, service performance data and monthly reporting packs.
• Support the collation, validation and analysis of operational data to ensure accurate reporting.
• Assist with monitoring service delivery KPIs and continuous improvement initiatives.
• Support the management of planned and reactive works through CAFM systems and associated reporting tools.
• Develop an understanding of contract compliance requirements and support the maintenance of operational records.
• Participate in training and development activities to build knowledge of facilities management best practice.

Health & Safety and Compliance

• Ensure a quality company image is portrayed by site‑based staff and the client’s business is respected and supported at all times to ensure a safe and compliant environment.
• Provide site‑specific inductions to contractors before commencement of any work and ensure required paperwork/permits are completed in line with Atlas Workplace Services’ control procedures.
• Manage and maintain all PPM and statutory records on site to ensure a fully compliant service delivery at all times.
• Operate within agreed operational and/or management guidelines, ensuring company policies and procedures are adhered to while always working within the limits of Atlas Workplace Services corporate governance.
• Escalate any H&S issues in the event of serious concerns and liaise with Atlas Workplace Services’ Head of Health & Safety.
• Report all incidents and accidents.

Any other tasks assigned by your line or contract manager in line with individual skills and qualifications.

About You

Minimum Qualifications, Certifications and Training required

• GCSE English and Maths or equivalent.
• BICSc Qualifications (Desirable).
• Accredited Health and Safety qualification e.g. IOSH Managing Safely (Desirable).
• First Aid Certificate (Emergency First Aid at Work as a minimum) (Desirable).

Essential Knowledge, Skills and Experience for this role

• Minimum of 3 years in a Multi‑Service FM Delivery environment.
• Good communication skills both verbal and written.
• Excellent organisational skills.
• Previous experience of using CAFM systems.