Job Advert
Are you a Facilities professional looking to take the next step in your career?
Join Bidwells’ Investment & Property Management team, where we look after a diverse £1.3bn portfolio on behalf of Cambridge colleges, institutions, property companies and family trusts. Our mission is to maximise the potential of our clients’ assets and help them view property as a dynamic part of their wider investment strategy.
As Facilities Co-ordinator, you’ll play a key role in supporting our Norwich-based facilities and property managers, helping to streamline processes, enhance service delivery and ensure our Eastern Region commercial portfolios run smoothly and efficiently.
This is a part time role working 20 - 25 hours per week.
These hours can be split over 4 - 5 days, but must include Fridays.
What you’ll be doing:
Buildings & Site Management
* Supporting service charge management, including budget preparation and reconciliations.
* Recording monthly utility meter readings, updating energy spreadsheets and managing changes of tenancy.
* Assisting with service, process and delivery improvement initiatives.
* Communicating with tenants on agreed facilities and property matters.
* Carrying out property visits: meter readings, issue checks, photographs and related facilities tasks.
* Completing general administrative tasks such as scanning, filing and photocopying.
* Supporting the helpdesk function and raising actions in systems (e.g., E‑Logbooks).
* Assisting with contractor coordination, including quotes and arranging access.
Managing Property
* Assisting the Property Manager with service charge budgets and reconciliations.
* Supporting delivery of site management through contractors (M&E maintenance, cleaning, caretaking, repairs).
* Ensuring high standards of health & safety compliance across all properties.
Operational Management
* Supporting the appointment and instruction of service providers.
* Ensuring procurement and invoicing procedures are followed.
* Monitoring service providers to ensure safe systems of work.
* Helping drive sustainable building management by reducing energy, water usage and waste.
Managing Tenant Relationships
* Assisting with client instructions and approvals (agendas, minutes, trackers).
* Supporting seamless occupier move‑ins and move‑outs.
* Maintaining a customer‑focused approach, ensuring consistent service delivery.
Inspections
* Coordinating inspection schedules with the property and facilities managers.
* Assisting with follow‑up actions, particularly health & safety and remedial works.
Database & Systems Management
* Updating property management systems (Propman).
* Supporting H&S data entry and documentation compliance in S2/RiskWise.
* Assisting with contractor compliance updates in Alcumus.
Financial Processes
* Setting up and authorising jobs and purchase orders.
* Coding and approving invoices in line with financial procedures.
Tenant Handbooks
* Keeping tenant handbooks updated whilst ensuring accurate versions are provided for new occupancies.
About You:
Essential
* Experience in contract administration and tendering.
* Knowledge of health & safety management and compliance requirements.
* Strong IT capability, including intermediate MS Excel, Word, Outlook, PowerPoint and PDF editing.
* Willingness and ability to learn new technologies.
* Strong organisational skills with the ability to prioritise a varied workload.
* Proactive self‑starter with a positive, can‑do attitude.
* Excellent problem‑solving skills.
* Strong verbal and written communication skills along with the ability to build effective relationships quickly.
* Numerate with high attention to detail.
Desirable
* Experience with service charge budgeting/accounting and understanding commercial leases.
* Strong stakeholder management and relationship‑building ability.
* Experience supervising staff, suppliers or third‑party contractors.
Why Bidwells?
We’re a different kind of business. Whilst we’re a major player in the property sector, Bidwells remains a privately-owned, independent Partnership, with an inclusive, entrepreneurial culture. We give our people autonomy and take the time to listen.
What’s in it for you
Competitive Salary: We recognise and reward talent.
Comprehensive Benefits: Including up to 8% matched pension, private medical, medicash plan, your birthday off work and lifestyle discounts and perks.
Professional Development: Continuous learning, study support and promotion opportunities.
Innovative Culture : Be part of a forward-thinking team at the forefront of industry trends.
Family Friendly: We offer enhanced family leave policies to support individuals close to you.
Work-Life Balance: We value your well-being and offer agile working to support it.
Bidwells is dedicated to fostering a truly inclusive culture of belonging, where everyone can thrive and succeed as their true and authentic selves at every level. We are committed to equal employment opportunity and positively encourage applications from all suitably qualified and eligible candidates regardless of race, sex, gender, gender identity or expression, disability, age, sexual orientation, transgender status, religion or belief. Flexible working requests are considered from day one.
Recruitment agencies: Bidwells only pay agency fees where we have a signed agreement in place and that agency has been contacted and directed by a member of our Talent Acquisition Team to work on a specific vacancy. We do not pay agency fees when speculative and unsolicited CVs are submitted to Bidwells or any of our employees other than via our Applicant Tracking System and through our recruitment process. If this is not adhered to, agency fees will not be paid. Submission of any unsolicited CVs or proposals to Bidwells will be deemed evidence of full and unlimited acceptance of this approach.