Our client is a successful trading house, an opportunity has arisen for a Facilities & Workplace Coordinator to support the smooth day-to-day running of its London office. This role is responsible for ensuring the workplace operates efficiently, safely, and to a high standard by coordinating facilities services, contractors, and internal workplace support.
Working closely with HR, IT, building management, and external suppliers, the coordinator will help maintain a well-organised and fully operational office environment.
Key Responsibilities
Workplace Operations
* Monitor and manage the Workplace Services inbox, responding to queries and coordinating requests.
* Conduct daily floor checks to ensure office spaces, equipment, and systems are functioning correctly.
* Support onboarding and offboarding processes including desk and locker allocations.
* Carry out desk and workspace audits to ensure accurate allocations.
* Submit weekly catering numbers and assist with workplace services and events.
Facilities Management
* Identify and report maintenance issues, coordinating with contractors and building management.
* Manage reactive requests including lighting, temperature, power, and general office faults.
* Coordinate planned preventative maintenance (PPM) schedules and contractor site visits.
* Ensure contractor documentation and permits to work are logged correctly.
* Support workspace reconfiguration, desk moves, and operational changes.
* Run monthly security access reports and maintain contractor service records.
Health & Safety
* Conduct regular workplace inspections and monitor first aid supplies.
* Assist with risk assessments and fire safety compliance.
* Support emergency evacuation communications and attend building management meetings.
Administration
* Track supplier invoices and support purchase order processes.
* Maintain workplace service documentation and contract records.
* Provide occasional reception cover and assist with meeting room setups when required.
Skills & Experience
* 2–3 years’ experience in facilities, workplace operations, or building services.
* Strong Excel skills -Intermediate to Advanced confidence managing operational data.
* Experience coordinating contractors, PPM schedules, and vendors.
* Understanding of Building Management Systems (BMS) and office infrastructure.
* Knowledge of health and safety processes including risk assessments and fire safety.
* Strong organisational skills with the ability to manage multiple priorities.
* Clear communication skills and a proactive, solutions-focused approach.
Desirable: IOSH/NEBOSH, First Aid or Fire Marshal certification, or experience with building systems such as HVAC, electrical, and access control.
In return you can expect a competitive package with excellent benefits.