Facilities Coordinator - Front of House Recruitment : Job Details

Facilities CoordinatorLondonHybrid -  4 days in office

Facilities Coordinator in London needed - We are seeking an organised and proactive Facilities & Operations Coordinator to provide administrative and coordination support to the Facilities & Logistics team. This is a varied role that involves managing day-to-day operational tasks, supporting projects, and ensuring processes run smoothly across our offices.

The ideal candidate will have excellent attention to detail, strong organisational skills, and the ability to work confidently with colleagues, suppliers, and contractors at all levels. A flexible approach, good judgement, and the ability to manage multiple priorities in a busy environment are essential.

Key Responsibilities

• Coordinating and scheduling facilities-related meetings, project activities, and operational updates across multiple locations and time zones.

• Liaising with internal departments and external suppliers to support the smooth delivery of facilities services and projects.

• Processing, tracking, and reconciling facilities and operational invoices, ensuring compliance with internal finance procedures.

• Supporting the preparation and administration of contracts, service agreements, and compliance documentation.

• Assisting with insurance and compliance renewals, gathering relevant data, and maintaining accurate records.

• Monitoring and updating facilities information on internal systems, intranet pages, and shared drives.

• Maintaining structured electronic filing for facilities-related documentation in line with policy.

• Coordinating training and refresher sessions for statutory or compliance-related requirements (e.g., health and safety, emergency response).

• Assisting with sustainability and environmental reporting, including gathering and collating relevant data.

• Providing general administrative and organisational support to the Facilities & Logistics team as required.

Skills and Experience

• Proven experience in a facilities, operations, or office management support role.

• Strong organisational and time management skills, with the ability to prioritise competing demands.

• Excellent interpersonal and communication skills, with confidence liaising with a wide range of stakeholders.

• High level of accuracy and attention to detail.

• Proficiency in MS Office applications (Word, Excel, PowerPoint) and comfortable learning new systems.

• Experience coordinating suppliers and managing documentation in a structured, compliant way.