Background
CHP Management is a company that occupies three properties in London and one in Oxted. It asked Maxwell Stephens to recruit a Facilities Coordinator to support the Facilities Manager in keeping all four offices running well, so that other departments can concentrate on their own work.
The role has no direct reports. It works to the Facilities Manager, but deputises for them and takes the lead on building matters in their absence.
The brief was clear that this was a role for someone who enjoys keeping a workplace in good order, and who can be trusted with building records, contractor access and the safety of colleagues.
The Challenge
The post is a hands-on, multi-site job built around routine. Daily building inspections cover plant rooms, lifts, kitchens, car parks and fire systems. Weekly fire alarm tests and monthly emergency lighting checks have to be logged properly, and the planned maintenance schedule and cleaning contract KPIs need to be kept under control across four offices.
It also asks for reception cover, access control administration, CCTV review, first aid responsibility and on-call availability. The right person is calm under pressure, accurate with records and happy to be both organiser and deputy. Corporate experience was essential; facilities provider, reception and Net2 access system experience were desirable.
The brief also made clear that the coordinator would be the visible face of facilities for the other departments. That means responding to the facilities mailbox, chasing outstanding requests and escalating urgent matters, so a quiet, methodical administrator would not be enough; the post needs someone who takes ownership.
Our Approach
- We took a detailed brief on the multi-site pattern of work and how much of the role was inspection and compliance as opposed to front-of-house duties.
- We searched for facilities assistants, coordinators and administrators in corporate offices who were ready to take on deputy responsibilities.
- We tested candidates on the essentials: written and spoken communication, attention to detail, composure and a flexible approach, together with working knowledge of core Microsoft software.
- We handled references, availability and the offer so the client could appoint without losing time.
The Outcome
Maxwell Stephens made the appointment.
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