Background
Unlimited operates from an office building shared by several companies, and asked Maxwell Stephens to recruit a Facilities Coordinator to work with the Head of Facilities. The role runs on a shift pattern, with early and late starts across the working week.
The coordinator is the first point of contact for staff and contractors, and helps ensure every company in the building receives a high standard of facilities service.
The building also includes residential flats and event spaces, so the coordinator supports a mixed environment rather than a standard office floor.
The Challenge
The role has an unusually wide spread of duties. It covers the facilities helpdesk, incoming and outgoing mail including special deliveries, and the door access system for new starters and leavers. It also covers morning building checks, meeting room set-ups for events, basic maintenance in residential flats, and keeping the basement storage and parking areas in order.
Fire and first aid compliance is a large part of the job: weekly fire bell and emergency lighting tests, evacuation drills, records of trained fire wardens and first aiders, accident book entries and induction tours for new starters. The person has to be organised, reliable with records and able to switch between practical tasks and service desk work without losing quality.
Because the building is shared, the coordinator serves several businesses at once, each with its own expectations. Getting the tone right with all of them, while keeping common areas immaculate, was just as important as technical competence. Reliability on shift, a helpful manner with contractors on arrival and consistent records all mattered.
Our Approach
- We took a detailed brief on shift patterns, the tenant mix and how the Head of Facilities liked the team to work.
- We searched among facilities assistants, helpdesk coordinators and workplace teams in multi-occupancy and corporate buildings.
- We screened for reliability, helpdesk responsiveness, practical competence and knowledge of fire and first aid routines.
- We managed references and offer negotiations to secure the candidate and meet the client start date.
The Outcome
Maxwell Stephens made the appointment.
If you are planning a facilities, estates or workplace appointment, talk to Maxwell Stephens about how we would run the search.
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