Job Description
Main Purpose of the Job
The NBI Partnership (NBIP) provides non-scientific services to research institutes based on the Norwich Research Park, a globally recognised centre for bioscience innovation. The park is home to leading research institutes - including the John Innes Centre (JIC), Quadram Institute Bioscience (QIB), Earlham Institute (EI), and The Sainsbury Laboratory (TSL) - supporting cutting-edge research in food security, health, and environmental sustainability. NBIP provides the facilities management (FM) services to the JIC’s, TSL’s and EI’s estates and buildings.
The Facilities department ensures the efficient and compliant management of NBIP's and the Institutes’ facilities services and infrastructure, including:
• Planned Preventative Maintenance (PPM), Building Management Systems (BMS), HVAC (Heating, Ventilation, and Air Conditioning), Critical Power Systems (UPS, Generators, LV and HV Distribution), Fire Detection & Security System, Specialist Research Infrastructure, Building Fabric Maintenance, Cleaning, Porterage and Operational PPMs, Capital Projects, Energy and Environment and Office services; Reception and Security.
This role is crucial in supporting planned maintenance scheduling, compliance tracking, and Business Systems system management to ensure operational efficiency.
The Facilities Operations Coordinator is responsible for supporting planned preventative maintenance (PPM) activities, ensuring maintenance tasks are effectively scheduled, managed, and recorded within the Business Systems system.
This role has a strong focus on:
• PPM Scheduling & Coordination – ensuring planned maintenance activities are programmed, updated, and completed on time
• Business Systems System Management – inputting, monitoring, and optimising maintenance records and workflows
• Helpdesk & Service Request Support – assisting the Facilities Helpdesk Team in managing work requests, queries, and system updates
• Compliance & Documentation – ensuring all maintenance records meet audit and statutory compliance requirements
• Stakeholder & Contractor Communication – coordinating with internal teams, contractors, and external service providers
• Permitting and Authority to Work – ensuring proper authorisation and safety compliance for maintenance activities
The Facilities Operations Coordinator plays a key role in ensuring NBIP facilities operate efficiently and compliantly, contributing to the seamless operation of research and support services.
Key Relationships
Internal: Facilities Hub Manager (Line Manager), Helpdesk & Business Systems Supervisor, Maintenance Operations Manager, Facilities & Compliance Teams, Operational and Lab Managers & Building Users
External: Specialist Maintenance Contractors Service Providers, Statutory Compliance Inspectors
Main Activities & Responsibilities
Works scheduling, Administration and Coordination
• Develop, maintain, and monitor the Planned Preventative Maintenance (PPM) programme within the Business Systems system
• Ensure PPM tasks are scheduled, assigned, and completed on time, tracking progress against service-level agreements (SLAs)
• Work closely with the Maintenance Team, Operational and Lab Managers, and external contractors to ensure efficient coordination and completion of maintenance activities
• Assist in planning and managing maintenance shutdowns, ensuring minimal disruption to building users
• Coordinate maintenance remedial actions and follow-ups
• Place purchase orders and update budget trackers
Operational AdmnistrationBusiness Systems System Management
• Maintain accurate and up-to-date records of PPM tasks, reactive maintenance, and asset management
• Identify opportunities to optimise Business Systems system usage, ensuring data integrity and reporting accuracy
• Work with the Helpdesk Supervisor to ensure all service requests are logged and actioned appropriately
• Generate compliance and performance reports using Business Systems system data to support audit readinessHelpdesk & Service Request Support
• Assist the Facilities Helpdesk Team by logging, categorising, and prioritising incoming maintenance requests
• Provide technical support and guidance on Business Systems system usage for maintenance staff and contractors
• Ensure all PPM-related queries are handled efficiently, escalating issues where necessary
• Monitor and follow up on outstanding work orders, ensuring timely resolutionCompliance & Documentation
• Ensure all PPM activities comply with relevant regulations, including:
a) BS 7671 (Electrical Installations)
Health & Safety at Work Act
b) Pressure Systems Safety Regulations (PSSR)
c) Fire Safety Regulations & Building Safety Act 2023
d) L8 Water Hygiene Regulations
• Maintain accurate PPM records, inspection reports, and statutory documentation
• Support compliance audits, ensuring all documentation is readily available and up to date
• Oversee the coordination of RAMS (Risk Assessment and Method Statements) and Permitting information with contractors and internal resources
• Arrange statutory compliance works, including insurance inspections and certificationStakeholder & Contractor Communication
• Act as a key point of contact for building users, agreeing dates for maintenance work with Operational and Lab Managers, and providing updates on maintenance schedules and planned works
• Coordinate with external contractors, ensuring they follow NBIP’s permit-to-work and risk assessment procedures
• Ensure effective communication with researchers, building occupants, and operational teams regarding maintenance activitiesAs agreed with the line manager, any other duties commensurate with the nature of the post.
Person Profile
Education & Qualifications
RequirementImportanceGood general education with at least 5 GCSEs (or equivalent), including Maths and EnglishEssentialRelevant administrative, facilities management, or technical qualification (or equivalent experience)EssentialBusiness Systems system training or experience in maintenance planning softwareEssentialHealth & Safety awareness (e.g., IOSH Working Safely or similar)EssentialIWFM Level 3 or higher qualification in Facilities ManagementDesirable
Specialist Knowledge & Skills
RequirementImportanceExtensive experience using Business Systems systems (e.g., Concept Evolution, Maximo, Planon, or similar)EssentialProficient in Microsoft Office Suite (Excel, Word, Outlook)EssentialStrong data analysis and reporting skills, able to generate compliance and performance reportsEssentialExperience working in research, pharmaceutical, or high-tech environmentsDesirableFamiliarity with smart building technologies and digital maintenance solutionsDesirable
Relevant Experience
RequirementImportanceProven experience in planned maintenance coordination, Business Systems system management, or facilities administrationEssentialMust be highly organised and detail-oriented professional with strong Business Systems system experience and PPM scheduling skills.EssentialStrong background in PPM scheduling, contractor coordination, and compliance documentationEssentialExperience working with Helpdesk Teams, handling service requests and stakeholder communicationEssentialKnowledge of statutory compliance requirements for facilities and maintenance operationsEssential
Interpersonal & Communication Skills
RequirementImportanceExcellent verbal and written communication skills, with the ability to interact with staff, contractors, and stakeholdersEssentialGood interpersonal skills, with the ability to work as part of a teamEssentialStrong problem-solving skills, with the ability to anticipate and resolve scheduling or operational challengesEssentialAbility to work collaboratively, supporting the Facilities Helpdesk and Maintenance TeamsEssentialConfident in liaising with contractors, ensuring high service standardsEssential
Additional Requirements
RequirementImportanceAttention to detailEssentialPromotes equality and values diversityEssentialWillingness to undertake further training and professional developmentEssentialCommitment to NBIP values, ensuring excellence in maintenance operationsEssentialWillingness to embrace the expected values and behaviours of all staff at the Partnership, ensuring it is a great place to workEssentialAble to present a positive image of self and the PartnershipEssentialAbility to maintain confidentiality and security of information where appropriate EssentialWillingness to work outside standard working hours when required, to support critical maintenance activitiesEssential
Who We Are
NBI Partnership
The NBI Partnership provides non-scientific services to the John Innes Centre (JIC), Quadram Institute Bioscience (QIB), Earlham Institute (EI) and The Sainsbury Laboratory (TSL). All of these organisations carry out scientific research funded by the UK Government, European Union, Charitable and Industrial Sponsors. The Partnership employs around 140 staff to cater for the needs of approximately 1100 Research Staff, Students and Visiting Scientists who are all located in close proximity on the Norwich Research Park.
The John Innes Centre, Quadram Institute Bioscience, the Earlham Institute and The Sainsbury Laboratory are registered charities (No’s 223852, 1058499, 1136213 and 106550) and are Equal Opportunity Employers.
For more information about working at NBI Partnership, please click here.
Department
Facilities
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