About the Role
We are looking for an organised and proactive Facilities Coordination to support our facilities team with day-to-day tasks and projects. This role is varied - covering admin, follow-up, and coordination and is ideal for someone who enjoys keeping things organised, working with different people, and making sure activities running smoothly
You don't need specialist facilities experience - training and guidance will be provided - but you should be detail-focused, confident in chasing updates, and happy managing multiple small tasks at once.
Key Responsibilities
Coordination & Follow-up
* Chase updates with contractors and suppliers to ensure works are completed on time.
* Track purchase orders (POs), NIPRs, and other approvals.
* Manage quote requests (scope provided) and coordinate responses.
* Support with arranging contractor/visitor passes for site works.
Administration & Tracking
* Maintain and update task trackers, ensuring all actions are current.
* Take minutes during weekly meetings and follow up on action points.
* Keep central filing of project documents and certificates organised.
* Monitor open actions and proactively chase updates.
Finance & Procurement Support
* Prepare and manage expense forms, scanning and filing receipts.
* Order parts/supplies as requested and prepare supporting documentation.
* Assist with managing quotes and preparing simple comparison summaries.
Planning & Logistics
* Support scheduling and tracking of recurring checks, ensuring deadlines are not missed.
Reporting & Communication
* Prepare simple updates and summaries for management review.
* Liaise with internal and external stakeholders to keep projects moving.
Skills & Experience
* Previous office or admin experience is helpful but not essential.
* Good organisational skills and attention to detail.
* Confident using Microsoft Outlook, Word, and Excel.
* Good written and verbal communication skills.
* Able to manage multiple small tasks at the same time.
* Positive, proactive attitude and willingness to learn.
Job Types: Full-time, Permanent, Graduate
Pay: £25,000.00-£30,000.00 per year
Work Location: In person