Job Title: Account Coordinator
Location: Reigate, Surrey (full time based on time)
Start Date: Immediate
Contract: Initial 8-week assignment with the potential to become permanent
Purpose of the Role
Provide day-to-day administrative support to the Operations team across the account.
Assist with coordination and delivery of operational services and internal processes.
Support the Account Director with admin tasks, including preparing materials for meetings, managing calendar invites, and keeping contact databases up to date.
Assist the Senior Operations Manager in maintaining monthly task trackers.
Respond to internal and customer enquiries professionally and promptly, ensuring a positive and helpful experience every time.
Build trusted relationships with key stakeholders and contribute to overall account success through proactive operational support.
Use Concept software to manage tasks and expectations effectively across the account.
Key Responsibilities
Regularly update the Escalation Matrix, Complaints and Compliments Register, and Change Register.
Manage meeting invites for soft services contractors and ensure accurate recordkeeping.
Monitor the FM Operations inbox, categorising and flagging issues as required.
Track and file checklists and audits completed by contractors.
Support site audits, update Senior Operations Managers on progress, and report completions.
Coordinate new starter inductions for the team.
Prepare presentation materials for weekly, monthly, and quarterly governance meetings.
Issue internal communications and updates as directed by leadership.
Maintain and update the site contact directory for the account.
Provide cover for Operations Managers when Facilities Coordinators are absent.
Deliver high-quality administrative support that aligns with service standards and business continuity.
Promote and uphold health, safety, and welfare standards across the workplace.
Proactively foster a “Safety First” culture, encouraging open discussions around safety.
Support and promote sustainable working practices.
Experience & Skills
Required:
Previous experience in a customer-facing role.
Strong knowledge of routine property compliance checks and proactive in ensuring they are completed.
Confident communicator with the ability to share findings and recommendations clearly.
Highly organised and able to manage tasks independently.
Previous experience in the property or facilities management sector.
Education & Competencies
Solid understanding of administrative or facilities operations.
Proficient in Microsoft Office, email, and database management systems.
Able to work collaboratively to improve processes and enhance customer service