Job Title: Account Coordinator
Location: Reigate, Surrey (full time based on time)
Start Date: Immediate
Contract: Initial 8-week assignment with the potential to become permanent
Purpose of the Role
* Provide day-to-day administrative support to the Operations team across the account.
* Assist with coordination and delivery of operational services and internal processes.
* Support the Account Director with admin tasks, including preparing materials for meetings, managing calendar invites, and keeping contact databases up to date.
* Assist the Senior Operations Manager in maintaining monthly task trackers.
* Respond to internal and customer enquiries professionally and promptly, ensuring a positive and helpful experience every time.
* Build trusted relationships with key stakeholders and contribute to overall account success through proactive operational support.
* Use Concept software to manage tasks and expectations effectively across the account.
Key Responsibilities
* Regularly update the Escalation Matrix, Complaints and Compliments Register, and Change Register.
* Manage meeting invites for soft services contractors and ensure accurate recordkeeping.
* Monitor the FM Operations inbox, categorising and flagging issues as required.
* Track and file checklists and audits completed by contractors.
* Support site audits, update Senior Operations Managers on progress, and report completions.
* Coordinate new starter inductions for the team.
* Prepare presentation materials for weekly, monthly, and quarterly governance meetings.
* Issue internal communications and updates as directed by leadership.
* Maintain and update the site contact directory for the account.
* Provide cover for Operations Managers when Facilities Coordinators are absent.
* Deliver high-quality administrative support that aligns with service standards and business continuity.
* Promote and uphold health, safety, and welfare standards across the workplace.
* Proactively foster a “Safety First” culture, encouraging open discussions around safety.
* Support and promote sustainable working practices.
Experience & Skills
Required:
* Previous experience in a customer-facing role.
* Strong knowledge of routine property compliance checks and proactive in ensuring they are completed.
* Confident communicator with the ability to share findings and recommendations clearly.
* Highly organised and able to manage tasks independently.
* Previous experience in the property or facilities management sector.
Education & Competencies
* Solid understanding of administrative or facilities operations.
* Proficient in Microsoft Office, email, and database management systems.
* Able to work collaboratively to improve processes and enhance customer service.