Facilities Coordinator (6 Month Contract)

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  • Job Reference: PR/000722
  • Job Title: Facilities Coordinator (6 Month Contract)
  • Location: London
  • Basic Salary Range: Circa £25,000 OR Equivalent Rate
  • Job Type: Contract
  • Posted 2 years ago
  • This position has been filled

Our client, a leading publishing company are currently looking to appoint a new Facilities Coordinator.

This role has an operational focus, which includes carrying out maintenance and H&S checks, managing contractor activities etc. This position will also provide cover/support across a range of administration tasks where necessary, including processing orders and invoices, expenses management etc.


Maintenance and Asset Management

  • Monitoring the planned maintenance schedule and liaising with contractors
  • Arranging contractor visits, obtaining and checking RAMS, monitoring works onsite, ensuring relevant logs and certification are
  • Maintenance inspections — carry out minor repairs or report to maintenance contractor / Head of Facilities.
  • Take ownership of a fault — ensure resolution
  • Report any maintenance issues in landlord’s area and ensure they are completed, communicate progress to staff
  • Check quality of cleaning and report issues to contractor, promote good housekeeping amongst team
  • Update asset register as required where assets are purchased / disposed of
  • Respond to ad hoc maintenance issues throughout the day at both office and shops and carrying out basic maintenance (changing lamps, fuses etc)

Inspection checks and tests

  • Check quality of cleaning and report issues to contractor, promote good housekeeping amongst team
  • Check quality of cleaning and report issues to contractor, promote good housekeeping amongst team
  • Keys and locks — manage key cabinets, arrange new key and maintenance via locksmith


  • Receive and distribute incoming mail and deliveries
  • Manage the storage of LRB issues onsite, including those to be bound and kept in archive
  • Ensure all waste and recycling is sorted and left for collection company, order consumables for cleaners
  • Meter reading and reporting to utility companies
  • Setting up meeting rooms including AV equipment, any refreshments etc
  • Helping set-up events in the shop and clear-up the following morning
  • Monitoring consumables and shop stock and replenishing accordingly
IT support

  • Printer and copier supplies ordering (paper, toner etc)
  • Respond to maintenance issues and change parts/consumables
  • Perform server back-up procedures
  • Liaise with IT support contractor to resolve any issues
  • Troubleshoot staff IT problems/equipment requests as required
  • Undertake small projects as requested and directed by the Head of Facilities
  • Alongside head of department, cover core duties of Facilities Coordinator — Administration during absence


  • 2 + years’ experience of working in a similar facilities role
  • Knowledge of building systems and maintenance requirements
  • Knowledge of general health and safety and manual handling practices
  • Practical understanding of IT software including Microsoft Office
  • Excellent interpersonal and teamworking skills
  • Proactive and positive attitude to solving problems and assisting colleagues
  • Ability to prioritise workload, act on own initiative and effectively manage time
  • Strong administrative skills with good attention to detail
  • Willingness to learn and adapt with the organisation and embrace the opportunities change offers

For more information or to apply, please contact Michael Bleasby on michael.bleasby@maxwellstephens.com or call his direct number: 0203 903 4266.