Job Title: Facilities Co-Ordinator
Reporting to:Regional Senior Facilities Co-Ordinator
Location:Belfast
Contract Type:Permanent
Overall Purpose of the Role
To deliver high-quality facilities management (FM) services across the business, supporting staff, visitors, and stakeholders. The Facilities Co-Ordinator ensures the smooth operation of workplace services, maintains compliance, and fosters a safe, clean, and well-equipped environment.
Key Responsibilities
* Act as a key liaison between the business and FM service providers, ensuring effective communication and service delivery.
* Support the Regional Senior Facilities Co-Ordinator in managing stakeholder relationships and facilitating service improvements.
* Implement changes to contracted services to enhance quality and align with FM best practices.
* Promote a collaborative and transparent partnership with service providers, encouraging innovation and mutual benefit.
Facilities Service Lines
Responsible for overseeing and coordinating the following services:
* Reception & Meeting Room Management
* Cleaning & Hygiene
o Conduct spot checks and audits to ensure cleanliness and presentation standards.
o Monitor contractor performance and ensure SLAs are met.
o Authorise and supervise cleaning-related works, review quotes, and approve payments.
* Washroom Facilities
o Ensure washrooms, showers, and changing areas are clean, hygienic, and stocked.
o Monitor feminine hygiene services and product units to maintain service standards.
* Teapoints & Vending Machines
o Ensure teapoints are clean, stocked, and functional, including vending machines, coffee machines, hot/chilled water taps, microwaves, fridges, and supplies (mugs, glasses, tea bags, cordial, paper towels).
o Liaise with catering contractors and janitorial staff to resolve issues promptly.
* MFDs (Multi-Function Devices)
o Manage maintenance contractors to ensure the printer fleet is operational and maintained to high standards.
o Handle call-outs and remedial actions until resolution.
* Stationery, Printing & Scanning
o Order and manage stock levels of stationery and print supplies across all floors.
o Coordinate business card orders, branded materials, copier paper, and toner replacements.
o Fulfil small copy/scan jobs locally to improve turnaround and reduce printroom workload.
* Storage Management
o Oversee non-archive storage, aiming to reduce unnecessary storage to zero.
o Ensure contractors minimise on-site space usage.
o Monitor critical spares and facilities items (e.g. lamps, catering stock, MFD parts, cleaning equipment).
* Waste & Recycling
o Monitor and enforce proper waste segregation and recycling practices among staff and contractors.
o Ensure ethical disposal of non-recyclable waste and maintain accurate waste transfer documentation.
o Supervise waste and recycling contractors, including service quality and invoicing.
* Pest Control
o Ensure regular contract visits and supervise additional call-outs as needed.
* General Facilities Oversight
o AV Support
o Air Conditioning (Operating Hours)
o Building Fabric Maintenance
o Business Continuity
o Car Parking
o Document Management
o Fire Safety & First Aid
o Health & Safety Compliance
o Key Management
o Landscaping & Grounds Maintenance
o Office Equipment
o Plumbing
o Porterage & Distribution
o Security Coordination
o Water Services
Helpdesk & Request Management
* Log and track all FM-related requests via email and internal systems, ensuring timely resolution and communication.
Budget Management
* Assist in monitoring and controlling FM budgets in collaboration with the Regional Senior Facilities Co-Ordinator.
* Communicate any out-of-budget activities to the Facilities Manager with appropriate documentation.
Service Delivery
* Ensure all FM services are delivered in line with agreed Service Level Agreements (SLAs) and Key Performance Indicators (KPIs).
* Maintain high standards of service delivery, compliance, and cost-efficiency.
Additional ResponsibilitiesFirst Aid
* Act as a trained First Aider, providing support to staff, clients, and visitors on-site.
Communication
* Maintain professionalism in all verbal and written communication.
* Ensure formal contractual communications are approved by the Head of Facilities Management.
* Coordinate external communications with relevant authorities and stakeholders (e.g. suppliers, contractors, landlords, insurers, HSE, Fire Authority).
Health & Safety
* Support compliance with health and safety legislation and company policy.
* Ensure staff are aware of emergency procedures and escape routes.
* Record and investigate accidents, ensuring appropriate reporting and documentation.
* Review contractor risk assessments and method statements.
Procurement
* Administer procurement activities under guidance from the Soft Services Manager.
* Support negotiation and purchasing of FM services and supplies.
* Evaluate needs, obtain quotes, present recommendations, and manage delivery and installation.
* Maintain records of warranties, guarantees, and service agreements.
Experience & Skills
Essential Experience:
* Minimum 2 years in a similar FM role
* Supplier/sub-contractor management with performance monitoring
* Knowledge of FM standards and legislation
* Experience with stationery, cleaning, and reprographics
* Corporate customer service experience
* Broad understanding of soft services (mailroom, archiving, pest control, vending)
Personal Attributes:
* Customer-focused, diplomatic, and proactive
* Approachable, cheerful, and professional
* Strong organisational and multitasking skills
* Self-motivated and committed
* Able to manage contractors and suppliers effectively
* Clear, courteous, and confident communicator
* Adaptable and capable of working independently within defined authority
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