FI Facilities Management are seeking a highly organised and proactive Facilities Subcontractor Coordinator to join the team in a full time, permanent basis. The ideal candidate will be working as part of a central head office team and will manage and administer external subcontracted service providers across the UK, supporting the delivery of statutory compliance and planned maintenance services.
In this role you will be working closely with on-site Facilities Managers (FMs) and Regional Facilities Managers (RFMs). The position will focus on agreeing commercial terms, setting up subcontractors, managing documentation and service agreements, raising purchase orders, and supporting RFMs with booking and delivery of works.
You will have the opportunity to create and improve processes and procedures for subcontractor onboarding, compliance document management, national supplier agreements, and maintaining an accurate subcontractor database.
Key Responsibilities
Subcontractor Management & Compliance
* Manage national subcontractors delivering statutory compliance services (e.g. emergency lighting, drainage, AC maintenance, gas safety, etc.)
* Onboard new subcontractors and maintain approved supplier lists
* Collect, review, and manage subcontractor documentation (RAMS, insurances, accreditations, permits, certifications)
* Ensure all subcontractors meet company and statutory compliance standards
* Maintain accurate records within internal systems and subcontractor databases
* Support audits and compliance reviews by providing accurate subcontractor documentation
Commercial & PO Management
* Reduce reliance on local subcontractors by implementing national agreements and standardised commercial terms.
* Generate annual purchase order numbers for planned subcontracted works
* Ensure PO values, scopes, and terms align with agreed rates and contracts
* Monitor subcontractor spend and escalate anomalies where necessary
* Support the FM Service Manager with supplier performance and cost reviews
Internal Liaison & Coordination
* Liaise with on-site FMs and RFMs to support the booking and delivery of works
* Provide RFMs with approved subcontractor details, PO numbers, and documentation
* Act as the central point of contact for subcontractor queries relating to compliance, terms, and onboarding
* Ensure clear communication between subcontractors, RFMs, and internal stakeholders
Process Improvement & Reporting
* Develop and implement standardised processes for subcontractor onboarding and management
* Review existing workflows and recommend improvements for efficiency and compliance
* Produce reports on subcontractor compliance, performance, and spend
* Maintain and improve subcontractor data quality and reporting accuracy
This is not an exhaustive list of duties and the candidate could be asked to perform other tasks from across the business as and when necessary.
Qualifications and Experience Required
Essential
* Experience in facilities management, compliance, or subcontractor coordination
* Knowledge of statutory compliance services within FM
* Experience managing external suppliers or subcontractors
* Strong administrative and organisational skills
* Ability to manage multiple stakeholders across a national structure
* Excellent communication skills (written and verbal)
* Strong IT skills, including Excel and FM/CAFM systems
Desirable
* Experience working in a central FM or head office function
* Knowledge of national supplier agreements
* Experience with CAFM systems and compliance reporting
* Understanding of FM audits and statutory compliance frameworks
Requirements
* Occasional travel to other sites
* Occasional travel to external meetings with subcontractors
Company Benefits
* 25 days holidays, plus bank holidays
* Discretionary Holiday Buying Scheme (after 6 month probation)
* Company Sick Pay
* Company Pension
* Dress down day on the last Friday of each month
* Free lunch provided by the company on the last Friday of each month
* Modern Offices and free on-site parking
* Referral Bonus
* AXA Healthcare Insurance (after 6 month probation)
This role provides an excellent platform for a motivated professional eager to utilise their technical expertise while supporting the Facilities Management team with subcontractor coordination. If you feel that this role is for you then click 'Apply' and send us your up to date CV.