Facilitates Coordinator

We are seeking a proactive and skilled Facilities Coordinator to join our team in Stratford. This pivotal role combines operational oversight with exceptional customer service, offering a unique opportunity to significantly impact our facility's operations and customer satisfaction.

As Facilities Coordinator, you will support the contact for maintenance activities across six UK sites, overseeing planned preventative maintenance, reactive tasks, and Helpdesk operations. Your strong communication skills will be essential in liaising effectively with customer teams and line management. Working closely with the Contract Manager and Engineering Supervisor, you'll play a crucial role in maintaining operational excellence by optimizing workflow, ensuring timely delivery to agreed standards, and efficiently resolving issues as they arise.

Your responsibilities will extend to coordinating on-site contractors and visitors, conducting daily site inspections, and reporting to the helpdesk. Additionally, you'll perform weekly compliance checks, including fire safety, water hygiene, and emergency lighting systems. Success in this role hinges on your ability to engage effectively with both internal and external stakeholders while maintaining a proactive stance.

The ideal candidate will possess excellent organisational skills, a proactive mindset, and the ability to engage effectively with diverse stakeholders. This full-time, site-based position is located at our Stratford office, with working hours from Monday to Friday, 08:00 to 17:00. Join our team and play a crucial role in maintaining and enhancing our facility operations.

• Oversee Helpdesk scheduling for preventative maintenance and reactive work, ensuring accuracy in Corrigo CAFM systems
• Liaise with contractors and clients to ensure smooth operations and maintain high service standards
• Monitor and follow up on outstanding work to ensure timely completion within client timeframe
• Ensure planned maintenance tasks adhere to agreed schedules and provide prompt paperwork
• Manage quoted and remedial work, including purchase order issuance and supplier scheduling
• Assist the Engineering Supervisor in developing and maintaining efficient systems and procedures
• Review and file Specialist providers' documentation appropriately
• Oversee delivery of all hard and soft services across sites, including cleaning, housekeeping, emergency call-outs, and repairs
• Anticipate and promptly respond to customer service requirements to promote high satisfaction
• Ensure quick responses from team members and contractors to exceed customer expectations
• Provide on-site direction to promote engagement and service excellence
• Demonstrate understanding of critical systems (UPS, generators, fire alarms) to provide comprehensive facilities support
• Ensure compliance with local legislation, company and client best practices, and policies
• Act as primary point of contact for all facilities activities, identifying and resolving potential issues
• Support emergency preparedness and crisis planning across sites
• Develop close relationships with vendors to align them with client culture and service quality expectations
• Serve as first point of contact for all building issues
• Ensure timely delivery of preventative maintenance and monitor vendor performance against KPIs/SLAs
• Oversee office housekeeping and cleanliness to maintain highest quality standards

• Proficient IT skills including MS Word, MS Excel and MS PowerPoint, Building Management System, CAFM/CMMS systems
• Excellent computer and I.T competencies
• Excellent communication and interpersonal skills, with the ability to liaise confidently with customers, team members, and senior management.
• Ability to prioritise workload and manage several tasks concurrently
• Proven experience in integrated facilities management
• Passionate about providing and delivering exceptional customer service.
• Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
• A proactive approach
• Strong organisational skills and great attention to detail.
• Manual Handling Experience
• Knowledge of health and safety regulations and best practices, including risk assessments and safe working procedures.
• IOSH/NEBOSH Qualification will be beneficial