Facilities Coordinator, Milton Park

About The Role

The Facilities co‑ordinator at Milton Park provides essential operational, administrative, and customer‑service support to the Estates Manager and Estates Services Manager. This role is central to ensuring smooth day‑to‑day running of the estate, supporting compliance activity, coordinating contractor activity, and acting as a key point of contract for occupiers.

Milton Park is a large, multi‑building, multi‑occupier campus in Oxfordshire, comprising laboratories, offices, industrial units, and amenity buildings. The successful candidate will be part of an onsite team of five and will be an essential asset to the property, colleagues, clients and occupiers. This role is vital in supporting the estate’s operational workflow, maintaining accurate records, coordinating planned and reactive works, and ensuring occupiers receive a responsive and professional service.

• Monitor all activities relating to the site(s), report and take action as appropriate.
• Comply with Health and Safety on site, maintain records, use the Meridian system, and engage with contractor management as required.
• Conduct meter readings in all required buildings.
• Respond to requests for maintenance or technical assistance in person, via telephone and electronically.
• Research questions and solutions using available information resources, advising the Building Manager/SFM on appropriate actions.
• Identify and escalate situations requiring urgent attention.
• Route issues and requests to the correct resource, track progress and document resolutions.
• Liaise with tenants and address any operational queries they might have.
• Work in conjunction with the SFM to ensure a PPM and repair programme is in place.
• Manage work programmes on site in conjunction with the RFM, acting as the liaison point for all parties involved.
• Manage the P2P (Purchase to Pay) system and respond to related queries or requests as appropriate.
• Integrate financial data such as quotations and purchase orders with the specific maintenance tasks.
• Prepare activity reports and provide statistical data to the Building Manager to inform operational strategy.
• Perform any other duties directed by your Line Manager.

• Understand how the industry and stakeholders function, and the range of services available to clients.
• Constantly update knowledge of legislation relating to property management.
• Develop an understanding of how to build and maintain client, supplier and customer relationships.
• Recognise key issues to be noted on property inspections.
• Understand and use industry‑specific IT applications.
• Understand the principles of service charges.
• Understand the principles of contract law.
• Know how property is constructed and how plant works; possess working knowledge of fundamental building operations and relevant hard and soft services knowledge.
• Know and be able to apply legislation and policies relating to Health and Safety.
• Know and be able to apply legislation and policies relating to Environmental protection.
• Understand insurance relating to buildings and the FSA regulations.
• Understand and apply all procedures relating to work activities.
• Contribute to team business plan/strategy.
• Plan and manage own workload.
• Work as part of a team, supporting colleagues.
• Use IT software such as Word, Excel, and databases.
• Orient towards providing excellence in customer services.
• Demonstrate adaptability and attention to detail, with strong problem analysis and problem‑solving skills.
• Willing to learn and expand the processes of the helpdesk function as the role progresses.
• Communicate effectively verbally and in writing.