Job Description
Title
Premises & Facilities Coordinator
Job Purpose
To provide support to the business by carrying out general facilities-related duties. This is a pivotal role within the Facilities team, providing assistance across the department, including cover for Front of House absences.
Responsibilities
Facilities
* Regularly check Facilities portal (Service Now) and carry out requests in a timely manner
* Carry out daily office checks, including printer restocking and reviewing stationery levels
* Manage stationery stock and order any necessary supplies
* Record orders on relevant spreadsheet and track deliveries
* Unpack and distribute deliveries
* Assist with meeting room set-up and clear‑down
* Coordinate the retrieval of archived files and boxes from storage, log newly archived items and ensure all activity is tracked with a clear audit trail in ServiceNow
* Open, scan and distribute incoming post
* Empty confidential waste and notify Head of Premises & Facilities of any collection issues
Building Services & Maintenance
* Arrange contractor visits, including checking Risk Assessment Method Statements (RAMS) and carrying out any necessary H&S briefings prior to the work taking place
* Review and save any reports and information sent by contractors and highlight any points of note to the Head of Premises & Facilities
* Ensure that preventative maintenance visits are arranged at the required frequency
* Report any requirements for repair to the fabric of Group buildings and furniture
* Assist with premises and internal office moves, including being responsible for providing access to contractors and checking that work has been completed satisfactorily
* Assist the Head of Premises & Facilities in the review of services and running tenders, helping to source additional or replacement suppliers, as appropriate
* Coordinate with the landlord & company maintenance teams and external vendors for urgent repairs or escalations
* Act as a liaison between Facilities and other departments to resolve cross‑functional issues
* Coordinate the resolution of outstanding issues or defects identified after any project completion
Front of House Cover
* Ensure agreed reception standards are maintained at all times
* Promptly answer telephone calls, screen and forward to recipient
* Greet guests on arrival, complete visitor sign‑in procedure and contact the host and/or direct visitor to their meeting room
* Arrange QR codes for visitors
* Manage bookings for meeting rooms
* Organise catering, taxis and couriers as and when requested
* Maintain clean and tidy client area
* Carry out checks of all client meeting rooms at various times during the day to ensure they are in good order and air conditioning set to appropriate temperature
* Manage central Amwins Global Risks mailbox, forwarding relevant enquiries to the correct department and deleting all junk mail
* Order business cards for new starters and replacements for existing employees
Health & Safety
* Carry out quarterly H&S inspection of London office
* Create and manage Personal Emergency Evacuation Plans for London office employees
* Support workstation assessments and ensure recommendations are actioned promptly
* Carry out H&S inductions for new starters at London office
Team Support
* Support other areas of the Facilities team as and when necessary, including providing holiday cover and supporting projects
* Undertake any other responsibilities that may become necessary for the proper performance of the role
* Maintain a proactive approach to identifying service and cost discrepancies and escalate to Head of Premises & Facilities when necessary
Personal Attributes
Knowledge/Skills/Qualifications
* Previous experience in a Facilities role
* Excellent communication skills (both written and verbal)
* Good attention to detail and high levels of accuracy
* Strong administrative skills and good use of initiative
* Excellent time management skills
* Good working knowledge of IT systems including Microsoft Office
* Comfortable managing own workload and acting independently or as part of a team
* Ability to identify issues that can be resolved personally and those requiring escalation
* Capable of multi‑tasking and portraying calm disposition even when busy
* Proactive and flexible attitude when dealing with tasks
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