Overview
We are seeking a highly organized and service-focused Facilities Coordinator to support the efficient operation of our London office.
Responsibilities
* 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.
* 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, coordinate with movers, vendors and other internal/external staff as required, and may work as a backup liaison to other in-house support groups.
* Retrieve Certificates of Insurances from vendors and maintain an active database.
* Assist with the initiation of purchase orders as requested by management or other involved parties.
* Code and process vendor invoices and perform month-end reconciliation in the accounting system.
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.
Qualifications
* 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
Job details
* Seniority level: Mid-Senior level
* Employment type: Full-time
* Job function: Administrative, Customer Service, and General Business
Benefits
* Discretionary bonus
* Supportive and customer-focused environment
* Team-building activities
* Safety culture
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