Facilities Coordinator

Overview

We are seeking a highly organized and service-focused Facilities Coordinator to support the efficient operation of our London office.

Responsibilities

• Front-of-House & Office Operations: Welcome and register visitors, manage access credentials, and ensure visitors are informed of security protocols.
• Handle incoming calls, direct queries, and maintain records of daily office visits and access logs.
• Manage the reception area, coordinate mail/courier deliveries, and ensure collection schedules align with internal policies.
• Serve as the primary point of contact for all office-related needs and coordinate with internal departments (e.g., HR, IT, Security).
• Provide administrative support to the Asst. Facility Manager and supervisor levels of facilities operations.
• Support the implementation and maintenance of Facilities Management processes, aligned with global standards.
• Liaise with vendors and contractors for routine maintenance, repairs, and services.
• Log and track all operational and maintenance activities via FMIS or equivalent systems.
• Support the Global FM team with data collection for dashboards and reporting.
• May assist other facility members in the implementation and organization of internal and building-to-building moves, coordinate with movers, vendors and other internal/external staff as required, and may work as a backup liaison to other in-house support groups.
• Retrieve Certificates of Insurances from vendors and maintain an active database.
• Assist with the initiation of purchase orders as requested by management or other involved parties.
• Code and process vendor invoices and perform month-end reconciliation in the accounting system.

Health, Safety & Compliance

• Act as Health & Safety Coordinator (following training), supporting EHS activities, communications, and policy enforcement.
• Conduct or participate in periodic safety inspections and risk assessments.
• Identify safety issues, notify supervisors, and follow up on corrective actions.
• Maintain documentation related to visitor safety, vendor compliance (e.g., IMSS/SUA documentation), and incident reporting.
• Coordinate with the Occupational Health and Safety Committee and participate in investigations and preventative actions.

Additional Responsibilities

• Own and manage internal communications channels (e.g., Slack) for facilities updates and alerts.
• Continuously identify opportunities to enhance workplace safety, comfort, and operational efficiency.
• Assist Management in the annual operating budget preparation and development.
• Work with Facility Management to ensure completion of all special project work as assigned.

Qualifications

• Flexible and energized
• On-site presence during working hours
• Good communications skills both oral and written
• IT literate (MS Suite including Teams, Google Suite and macOS)
• Prior Occupational Health & Safety Training is a plus

Job details

• Seniority level: Mid-Senior level
• Employment type: Full-time
• Job function: Administrative, Customer Service, and General Business

Benefits

• Discretionary bonus
• Supportive and customer-focused environment
• Team-building activities
• Safety culture