Facilities Co‑ordinator
Application Deadline: 5 June 2026
Department: Facilities
Employment Type: Permanent
Location: Leeds
Role Purpose
Key duties & responsibilities:
Facilities Operations:
* Act as the first point of contact for facilities‑related queries from colleagues across all office locations
* Coordinate day‑to‑day building operations, including cleaning, maintenance, waste, security, utilities, and office services
* Log, track, and manage reactive maintenance requests through to completion
* Liaise with external contractors and service providers to ensure works are completed on time, to specification, and within agreed service levels
* Monitor facilities standards and escalate issues where required
* Support local office and OSS function with ad hoc time sensitive administrative tasks ensuring key deadlines are met
* Event coordination, client and internal event planning and execution in conjunction with marketing and event team
Reception & Front‑of‑House Duties (cover):
* Act as first point of contact for visitors, clients, and contractors, ensuring a professional and friendly welcome
* Manage reception desk and switchboard, answering and directing calls appropriately
* Coordinate visitor sign‑in, badges, and compliance with security procedures
* Manage meeting room bookings, room setups, and refreshments
* Handle incoming and outgoing post, deliveries, and couriers
* Maintain reception and meeting areas to a high presentation standard
Health, Safety & Compliance:
* Support the delivery of Health & Safety requirements across the estate
* Assist with conducting and maintaining risk assessments, inspections, and associated action plans
* Coordinate statutory checks (e.g. fire alarms, emergency lighting, water hygiene) and maintain compliance records
* Support incident reporting and investigation processes
Contractor & Supplier Management:
* Raise purchase orders and process invoices in line with internal procedures
* Maintain accurate records of contractors, service agreements, and renewal dates
* Support procurement of facilities‑related goods and services
* Ensure contractors adhere to site rules, H&S requirements, and agreed scopes of work
Estates & Data Management:
* Maintain accurate facilities and estates data, including floor plans, asset registers, and office information
* Support the upkeep of central document repositories (e.g. SharePoint / Teams)
* Assist with reporting on facilities spend, issues, and performance
Projects & Office Changes:
* Provide coordination support for office moves, refurbishments, branding works, and minor projects
* Assist with onboarding new locations or teams following acquisitions
* Support workspace changes, desk moves, and colleague requests
Stakeholder Engagement:
* Work closely with IT, HR, Finance, and external advisors to support joined‑up delivery
* Deliver a positive, responsive service to colleagues, with a strong focus on communication and follow‑through
Experience & qualifications
Essential:
* Previous experience in a facilities, estates, property, or operations coordination role
* Strong organisational skills with the ability to manage multiple priorities
* Good communication skills and a proactive, customer‑focused approach
* Experience working with suppliers and contractors
* Confident user of Microsoft Office (Outlook, Excel, Word, Teams)
Desirable:
* Knowledge of Health & Safety and facilities compliance requirements
* Experience working across multiple office locations
* Familiarity with CAFM systems, SharePoint, or document management platforms
* Experience in professional services or office‑based environments
Personal Attributes:
* Practical and solutions‑focused
* Highly organised with strong attention to detail
* Confident dealing with a wide range of stakeholders
* Able to work independently while supporting wider team objectives
* Calm under pressure and adaptable to change
WHAT AAB OFFER
We want you to feel supported inside and outside of work. That’s why we offer a benefits package designed for your wellbeing, lifestyle, and career.
Time Off & Family Support:
* Annual leave (plus public holidays), with the option to buy or carry over leave
* Enhanced parental leave (maternity, paternity, adoption)
* Paid volunteering day to support causes that matter to you
Health & Wellbeing:
* Private Medical Insurance (PMI) for you and the option to cover family members
* Employee Assistance Programme (EAP) for 24/7 mental health and wellbeing support
* Death in Service benefit
Financial Security:
* Competitive pension scheme
* Life assurance policies to support you and your family
Flexible & Agile Working:
* Hybrid working model
* Agile working culture that supports flexible hours and smarter working
* Modern office spaces designed for collaboration, focus, and wellbeing
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