FACILITIES & WORKPLACE SERVICES COORDINATOR
Our client is a leading boutique financial services & technology firm with several offices worldwide. We are looking to hire a Facilities & Workplace Coordinator to work in the busy and vibrant London office in the city.
This firm is deeply rooted in hiring the best talent and setting the highest industry standards. With a commitment to rewarding hard work, the team culture is also friendly, informal, collaborative, innovative and entrepreneurial.
This role is filled with plenty of opportunities where you will be able to make a significant impact to the business.
Please note this role is based on site 5 days a week in the London office.
The Facilities & Workplace Services Coordinator supports the smooth, safe, and efficient operation of the workplace. The role focuses on facilities management, vendor coordination, health and safety compliance, workplace administration, and employee support. The coordinator works closely with internal teams, building management, and external suppliers to ensure the office environment is well maintained and fully operational.
Workplace Operations
* Monitor the Workplace Services (WPS) inbox, responding to queries and coordinating requests.
* Conduct daily checks across office floors to ensure systems, equipment, and spaces are functioning correctly.
* Communicate with HR, IT, and other teams regarding office issues or maintenance needs.
* Organise and audit critical spare parts, keeping stockrooms tidy and accessible.
* Send new starter communications and provide WPS introductions and office information.
* Support onboarding and offboarding by allocating desks and lockers, coordinating with Front of House.
* Conduct desk and space audits, identifying faults and ensuring allocations remain accurate.
* Submit weekly catering numbers and assist with workplace service arrangements.
* Represent WPS at relevant committee meetings.
* Support workplace events such as summer and Christmas parties.
Facilities Management
* Identify, log, and report faults or maintenance issues to contractors or building management.
* Respond promptly to reactive tickets and requests (temperature, lighting, power, office faults).
* Coordinate planned preventative maintenance (PPM) schedules and contractor site visits.
* Liaise with third‐party suppliers and building management to arrange service access.
* Ensure contractor documentation and Permits to Work are submitted and logged.
* Review contractor job reports and follow up on repairs or parts ordering.
* Support contract management, including renewals and documentation.
* Run monthly security access reports and work with HR to review user access and attendance.
* Log contractor attendance and service records for all site visits.
* Support weekend works, powerdowns, and essential out‐of‐hours activities.
* Prepare workplace spaces for powerdowns, desk moves, and operational changes.
* Assist with workspace reconfiguration and desk move projects.
* Attend key PPM visits to ensure compliance and alignment with internal teams.
Health & Safety
* Conduct regular floor inspections and monitor first aid supplies.
* Assist with risk assessments and general safety compliance.
* Manage communications related to emergency fire evacuations.
* Attend quarterly tenancy meetings with building management.
* Administration & Financial Processes
* Track and process supplier invoices, receipts, and administrative documentation.
* Work with Finance to manage team credit card expenses and ensure timely receipt
* submission.
* Raise and amend purchase orders and maintain the WPS PO log.
* Support contract administration and renewal tracking.
* Provide reception cover during breaks and annual leave, including greeting visitors and
* supporting meeting room needs.
* Assist with meeting room setups and event coordination.
Skills & Experience
* Strong Excel skills (intermediate to advanced).
* Comfortable using AI tools to streamline reporting, documentation, and operational workflows.
* 2–3 years’ experience in facilities, workplace operations, or building services.
* Understanding of Building Management Systems (BMS) and workplace systems.
* Mechanical or engineering aptitude, with the ability to troubleshoot basic M&E issues.
* Knowledge of health and safety compliance, including risk assessments and fire safety.
* Experience coordinating contractors, PPM schedules, cleaning and catering staff and vendor
* relationships.
* Strong organisational skills with attention to detail and the ability to manage multiple priorities.
* Clear communication skills and confidence working with internal teams, contractors, and building management.
* Proactive, solutions‐focused approach with an interest in improving processes and operational efficiency.
Relevant certifications (advantageous but not always required):
* IOSH or NEBOSH
* First Aid or Fire Marshal
* BMS or building services training
* Understanding of building operations — lifts, HVAC, electrical systems, fire panels,and access control.
What we offer:
* Salary between £45,000 and £55,000 plus bonus
* A great environment whereby technology is key to our success
* The upside of a start-up without the associated risks
* Friendly, informal and highly rewarding culture
* A fast-growing global firm with plenty of opportunities where you will have a significant impact