Facilities Coordinator

Beach Baker is currently recruiting for a Facilities Coordinator to join a leading property and facilities management consultancy, working with an onsite FM team at a landmark Mayfair office building.

The Facilities Coordinator will report directly to the Senior Facilities Manager, and duties will include:

• Act as the central communication point – liaising regularly with all the tenants and occupiers keeping them informed of all works and services within the building as required.
• Liaise with tenants to arrange access for contractors, in particular the in-house engineering team, to enable works to be carried out within their demise.
• Liaise with contractors to report faults or arrange for them to attend site to carry out programmed works.
• Helpdesk – raise work orders for all common area jobs.
• Manage the Authority to Access system and the filing of completed permits.
• Coordinate 6 monthly and annual insurance inspections and follow up on all actions.
• Collate method statements and risk assessments and ensure that the Facilities Managers review them; proactively assess issued documents and request more information as necessary.
• Ensure expected visitor and contractors are booked in with reception and security.

• Arrange viewings and surveys as required.
• Assist in all aspects of health and safety for the building including actioning risk assessment issues, arranging signage, and ordering of first aid supplies.

• Manage the Purchase Order System; issue purchase orders to contractors in response to quotes; keep purchase order log up to date, file all purchase orders, quotes and AW’s; ensure receipt of all invoices relative to issued purchase orders.

The ideal candidate for this role will have prior experience in a varied Facilities Coordinator / Administrator vacancy. They will need the ability to work as part of a small team with minimal supervision, with good interpersonal skills and IT skills including MS Excel. An IOSH qualification is desirable.

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