Facilities Coordinator

Why This Role Is Worth Your Next Move

• Flexible Work Arrangement Enjoy a balanced work environment that supports hybrid working and empowers you to manage your schedule effectively.

• Stable, Long‑Standing Client Account Join a mature, well‑structured account with strong processes, supportive stakeholders, and long-term continuity.

• Work With the Best in IFM Be part of a global organisation recognised for excellence, innovation, and industry‑leading standards.

• Career Growth & Development Perfect for someone early in their FM journey — gain exposure to end‑to‑end maintenance operations, supplier management, compliance, and reporting. You’ll be supported by experienced leaders and have access to world‑class training.

• Supportive Team Culture Work with a collaborative team that values communication, continuous improvement, and shared success.

About the Role

As the Facilities Coordinator, you’ll play a key role in supporting the Maintenance Services Manager and ensuring smooth day‑to‑day operations across the client’s asset portfolio. You’ll coordinate planned and reactive maintenance, manage service requests, support contractor compliance, and help maintain high service standards.

This role is ideal for someone who enjoys structure, communication, and problem‑solving — and wants to build a strong foundation in facilities management.

Key Responsibilities

Service Request & Operations Centre Support

• Log, track, and follow up on service requests via system, phone, email, and online channels

• Ensure requests are classified, processed, and closed within required response times

• Keep requestors updated and escalate issues when needed

• Support escalation and notification processes

Planned Maintenance Coordination

• Assist in preparing and updating the Planned Maintenance Schedule (PMS)

• Issue monthly work orders and PM reports

• Track overdue or incomplete PPM tasks

• Upload and archive service reports, quotes, and documentation

• Support invoice processing and reporting

Reactive Maintenance Coordination

• Coordinate contractor attendance for reactive and priority maintenance

• Ensure correct assignment and escalation of service requests

• Upload and archive service reports

• Support weekly monitoring and reporting

• Assist with quarterly reactive maintenance review meetings

Contractor & Compliance Support

• Assist in monitoring contractor performance and compliance

• Maintain electronic records of contracts and compliance documentation

• Validate purchase orders and support compliance registers

• Report non‑compliance and support audit activities

Quality Assurance & Reporting

• Support quality control processes and maintain QA records

• Assist in monitoring KPIs and service delivery standards

• Prepare documentation for supplier meetings and client reviews

• Support monthly and quarterly reporting requirements

What You Bring

• 2-4 years’ experience in maintenance coordination, facilities management, or contract administration

• Strong organisational and communication skills

• Experience with maintenance systems and work order processes

• Ability to manage competing priorities and build strong stakeholder relationships

• A proactive mindset and willingness to learn

We're committed to providing work-life balance for our people in an inclusive, rewarding environment. We achieve this by providing a flexible and agile work environment by

focusing on technology and autonomy to help our people achieve their career ambitions. We focus on career progression and foster a promotion from within culture, leveraging global opportunities to ensure we retain our top talent. We encourage continuous learning and development opportunities to develop personal, professional and technical

capabilities, and we reward with a comprehensive employee benefits program.

We have a vision of the future, where people simply belong.