Facilities Coordinator

Role Summary

This Workplace experience role combines front-of-house reception duties with operational support for facilities management. The successful candidate will be the first point of contact for visitors and staff, while also playing a key role in maintaining the safety, functionality, and efficiency of the London environment. This position is ideal for someone looking to grow within facilities management while maintaining a strong customer service presence.

Key Responsibilities

• Serve as the primary point of contact for all visitors, ensuring a professional and welcoming experience.

• Manage switchboard operations, directing calls and messages appropriately.

• Maintain a clean, organized, and presentable reception area at all times.

• Coordinate meeting room bookings, set-ups, and AV support as required.

• Handle incoming and outgoing mail, courier services, and deliveries.

• Maintain visitor logs and issue access passes in line with security protocols.

• Support internal communications and announcements for campus-wide updates.

• Conduct daily walkthroughs of the premises to identify and report maintenance issues.

• Assist with coordination of planned and reactive maintenance activities.

• Issuing of Security passes - ensuring that the correct data has been recorded and placed on tracker

• Conduct weekly security pass audits

• Monitor and replenish stock levels of office supplies, cleaning products, and first aid kits.

• Support compliance with health & safety regulations, including fire safety checks, risk assessments, and incident reporting.

• Liaise with external contractors, vendors, and service providers to ensure timely and quality service delivery.

• PPM Schedule Management

• Client reporting

• Event Management - start to end

• PO Management

• Assist with space planning, office moves, and minor furniture installations.

• Maintain accurate records of maintenance logs, service reports, and compliance documentation.

• Support sustainability initiatives and waste management practices across the site.