Facilities Coordinator (12 Month Contract)

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  • Job Reference: PR/000218
  • Job Title: Facilities Coordinator (12 Month Contract)
  • Location: West End of London
  • Basic Salary Range: Up to £35,000 Per Annum & Corporate Package
  • Job Type: Contract
  • Posted 5 years ago
  • This position has been filled

A leading international and independent asset management firm is currently recruiting a Facilities Coordinator to work at its central London offices.

Maxwell Stephens, the UK’s leading facilities management recruitment company, have been appointed by our client to find a new colleague to assist in the smooth and effective running of their Facilities Department including managing procured services, contracts, and utilities. You’ll work closely with internal customers as well as our client’s suppliers with the targeted outcome of your role being the provision of the highest possible standards of customer service delivery.

Role priorities

You’ll be the point of contact working with internal clients, consultants, contractors, and vendors ensuring that all legislative requirements are met, including Health and Safety. When a sub-tenant or internal client has reported a fault to you, you’ll input this onto their system with the goal of a swift and satisfactory resolution. You’ll also be the person internal clients get in touch with about services provided by external contractors making sure that consistently high levels of service and value are maintained.

Our client is always looking to improve so you’ll be actively involved in the development and maintenance of the local Business Recovery Plan so that, in the event of an adverse external influence, the goals of the department can be met. You’ll play a big part in physical security for our client (including being available out of hours) and you’ll have a hand in developing the specifications and tender documents for outsourced services in line with our client’s purchasing guidelines.

Our regular contractors and vendors will come under your management remit. You’ll be watching to make sure that their overall performance meets the specifications for the work and agreed service levels. You’ll record and monitor SLA and KPI performance against which agreed works can be evaluated.

In order to comply with its own high standards and the standards laid down by regulation, our client assiduously keeps records. As part of your role, you’ll make sure that all procured services have the appropriate contract documentation which is fully approved by the Legal Department and by two directors. You’ll raise POs and capital expenditure forms as needed, supplying appropriate back-up to the Finance Department. All department records are electronically maintained and you’ll ensure continued compliance on this for facilities procedures, legislation, and to meet good industry practice.

You’ll make sure that all contract termination trigger dates are recorded and monitored and that contracts are tendered or renewed in the most efficient fashion. You’ll team up with the Maintenance Manager to prepare monthly departmental reports (including energy statistics and departmental performance) and CSR figures twice a year.  With the H&S office, you’ll use the relevant system to log all appropriate records.

About You

You have experience in supporting all aspects of a large building with diverse needs to a strict budget. You have had hands-on involvement in the “total process” of contract tendering, evaluation, and performance in your previous roles. You’re a member of BIFM and have a recognised professional qualification in FM.

You are very familiar with budgets and are a good negotiator. You manage your time very well and have strong interpersonal, verbal, written, and problem-solving skills.

You’re commercial focused with a high degree of financial acumen, able to work under pressure and to deadlines. You plan and prioritise well, grasping complex issues quickly and turning ideas to actions in meeting customer needs and expectations.


Our client is keen to place its new Facilities Coordinator as quickly as possible. We therefore encourage all suitable and interested applicants to contact us without delay.

Please call 0207 118 48 48 or email cv@maxwellstephens.com to apply.

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