We are seeking a highly organized and service-focused Facilities Coordinator to support the efficient operation of our London office.
JOB DESCRIPTION:
This role serves as a key point of contact for employees, visitors, vendors, and the global Facilities Management team, ensuring that the workplace is welcoming, compliant, and functioning at the highest standard.
ESSENTIAL DUTIES:
Front-of-House & Office Operations
* Welcome and register visitors, manage access credentials, and ensure visitors are informed of security protocols.
* Handle incoming calls, direct queries, and maintain records of daily office visits and access logs.
* Manage the reception area, coordinate mail/courier deliveries, and ensure collection schedules align with internal policies.
* Serve as the primary point of contact for all office-related needs and coordinate with internal departments (e.g., HR, IT, Security).
* Provide administrative support to the Asst. Facility Manager and supervisor levels of facilities operations.
Facilities & Vendor Coordination
* Support the implementation and maintenance of Facilities Management processes, aligned with global standards.
* Liaise with vendors and contractors for routine maintenance, repairs, and services.
* Log and track all operational and maintenance activities via FMIS or equivalent systems.
* Support the Global FM team with data collection for dashboards and reporting.
* May assist other facility members in the implementation and organization of internal and building to building moves. May be involved with communicating and coordinating with movers, vendors and other internal/external staff members as required. May work as the backup liaison to other in-house support groups.
* Retrieve Certificates of Insurances from vendors and maintain active database.
* Assists with the initiation of purchase orders as requested by management or other involved parties.
* Code and process vendor invoices entering invoices into accounting system, and month end reconciliation.
Health, Safety & Compliance
* Act as Health & Safety Coordinator (following training), supporting EHS activities, communications, and policy enforcement.
* Conduct or participate in periodic safety inspections and risk assessments.
* Identify safety issues, notify supervisors, and follow up on corrective actions.
* Maintain documentation related to visitor safety, vendor compliance (e.g., IMSS/SUA documentation), and incident reporting.
* Coordinate with the Occupational Health and Safety Committee and participate in investigations and preventative actions.
Additional Responsibilities
* Own and manage internal communications channels (e.g., Slack) for facilities updates and alerts.
* Continuously identify opportunities to enhance workplace safety, comfort, and operational efficiency
* Assist Management in the annual operating budget preparation and development.
* Work with Facility Management to ensure completion of all special project work as assigned.
SKILLS, EDUCATION AND EXPERIENCE:
* Outstanding Customer Focus
* Flexible and energized
* On-site presence during working hours
* Good communications skills both oral and written
* IT Literate (MS Suite including Teams, Google Suite and macOS)
* Prior Occupational Health & Safety Training is a plus
WORK SETTING:
* Competitive Salary
* Discretionary bonus
* Modern working environment
* Supportive and customer focused environment
* Team building activities
* Safety culture
NEWMARK
About Newmark (Nasdaq: NMRK)
Newmark Group, Inc., together with its subsidiaries (“Newmark”), is a world leader in commercial real estate services, with a comprehensive suite of investor/owner and occupier services and products. Our integrated platform seamlessly powers every phase of owning or occupying a property. Our services are tailored to every type of client, from owners to occupiers, investors to founders, growing startups to leading companies. Harnessing the power of data, technology, and industry expertise, we bring ingenuity to every exchange, and imagination to every space. Together with London-based partner Knight Frank and independently owned offices, our 18,800 professionals operate from approximately 500 offices around the world, delivering a global perspective and a nimble approach. In 2019, Newmark generated revenues in excess of $2.2 billion. To learn more, visit nmrk.com or follow @newmark