Facilities & Workplace Services Coordinator

• 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.

What You Need:

• 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.
• Utilising AI for task automation and to improve general 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:

• 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