Join to apply for the Facilities Coordinator role at The Listening Place
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Join to apply for the Facilities Coordinator role at The Listening Place
Reports to: Head of Operations and Finance
Location: The Listening Place, London (multi-site)
Salary: £29,317 per annum
Role Overview
The Facilities Coordinator supports the smooth day-to-day running of all sites used by The Listening Place (TLP). This hands-on, practical role involves coordinating maintenance, basic health & safety compliance, and supplier relationships across multiple TLP locations. The post-holder will work closely with Centre Managers and the Head of Operations and Finance to ensure that all buildings are safe, well-maintained, and equipped for volunteers and staff to deliver our vital services. The role requires regular travel between sites and occasional out-of-hours availability for urgent incidents.
Key Responsibilities
Facilities Management
* Act as the first point of contact for facilities related issues across all TLP sites, ensuring timely and practical resolution.
* Work closely with Centre Managers to ensure each site operates effectively and comfortably.
* Organise and oversee general maintenance, repairs, renewals, and improvement works.
* Help obtain and review quotes from contractors, tradespeople, and suppliers, ensuring value for money and quality.
* Ensure appropriate furnishings, office equipment, and supplies are available at all sites and remote work locations.
* Manage relationships and contracts with external service providers (e.g. cleaners, utilities, insurers, waste management).
* Maintain oversight of security and access arrangements (keys, fobs, alarm systems).
IT, Communications & Utilities
* Act as the primary liaison for external IT support providers, telecoms and internet suppliers.
* Support day-to-day troubleshooting by working with providers to resolve outages or access issues.
* Maintain up-to-date records of contracts and support arrangements.
Health, Safety & Compliance
* Coordinate facilities-related health and safety compliance, including fire safety and general building safety.
* Organise and monitor statutory and routine inspections, including:
* - Portable Appliance Testing (PAT)
* - Fire and intruder alarm servicing and testing
* - Emergency lighting checks
* - Fire extinguisher servicing
* - Legionella risk assessments and monitoring
* Carry out regular site walkthroughs and risk assessments.
* Ensure all corrective actions are tracked and followed up.
Facilities Systems and Support
Define, implement, and maintain systems for issue and problem management, contract management, and asset management to support effective facilities operations.
Administrative Support
* Maintain accurate records of maintenance activity, supplier contracts, inspections, and compliance logs.
* Assist in coordinating moves, site set-ups, or closures where necessary.
Additional Support
* Regular travel between TLP sites is required.
* Availability for out-of-hours support for urgent facilities incidents, including evenings and weekends.
Person Specification
Essential
* Experience coordinating facilities or site support across multiple locations.
* Experience managing conflicting priorities and communicating with stakeholders across centres.
* Confident communicator, able to liaise with internal staff, contractors, and suppliers.
* Organised and practical, with good attention to detail.
* Good understanding of health & safety and compliance requirements.
* Proficiency in managing contracts, negotiating quotes, and tracking budgets related to premises.
* Experience establishing and managing service level agreements (SLAs).
* Good teamwork ethic, able to build and maintain working relationships with colleagues, volunteers, and external contractors.
Desirable
* IOSH or NEBOSH certification (or interest in working towards one).
* Familiarity with charity or not-for-profit environments.
* Experience managing IT or telecoms service contracts.
* An interest in improving the environmental sustainability of our services.
To apply please submit a CV and Cover Letter by 28th July. All successful applicants will be contacted on 29th and 30th July with interviews scheduled for the 5th & 6th August with an immediate desired start date.
Seniority level
* Seniority level
Entry level
Employment type
* Employment type
Full-time
Job function
* Job function
Management and Manufacturing
* Industries
Non-profit Organizations
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