Facilities Coordinator

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  • Job Reference: PR/000888
  • Job Title: Facilities Coordinator
  • Location: Central London
  • Basic Salary Range: Up to £35,000 per annum + Benefits & Opportunities
  • Job Type: Full Time
  • Posted 2 years ago
  • This position has been filled


Maxwell Stephens have been assigned by one of the UK’s leading investment management companies, to recruit a Facilities Coordinator to join their London office.

Just a stone’s throw away from a mainline station, our client are looking for someone to provide a best in class service to the business across a variety of service streams.

Key Responsibilities

  • CAD design and space planning
  • Co-ordination of moves and changes
  • Furniture sourcing and ordering
  • Minor repairs to fabric and desks – replacement desktop power units, fault-finding on desk mechanisms, jammed pedestals etc
  • Manhattan (room booking) and Helpdesk Administrator
  • Security pass admin – new and replacement cards, adding and removing access
  • FM sharepoint site – oversee, administer, develop and update
  • PPMs – arrange and update planner
  • General FM office admin – general queries, assigning lockers, ordering new keys, sourcing new products etc
  • Support incoming and outgoing post and courier service with ownership of service when messenger is out of the office
  • Checking paper and toner supplies for all printers, replenishing as necessary and resolving jams or issues with the printers
  • General cleanliness and order of office areas
  • Meeting room set-ups – additional tables, flip charts and boardroom to theatre style changes etc

Health & Safety responsibilities including:

  • H&S training organisation and record keeping – including first aid and fire wardens
  • First aid & fire management – overseeing processes, supplies and regular checks
  • Regular H&S office checks, also highlighting any remedial works required
  • DSE assessments inc Pregnancy
  • BMS changes – too hot / too cold etc
  • Raising permits and arranging contractor visits

Audio Visual / IT responsibilities including:

  • Zoom/Webinar hosting
  • Zoom Administration
  • Deliver support service to clients using IT / AV in meeting rooms
  • Liaise with external clients where required to ensure VCs are a success
  • To test the Audio-Visual equipment frequently, log / fix issues
  • Use the Service Manager Portal to:
  • log IT/audio-visual issues and resolutions
  • monitor work queue and respond to any meeting room requests
  • close issues, adding information to be used for continuous improvement

Person Specification

Skills Required:

  • CAD
  • Office / Facilities management
  • Health & Safety qualification preferred, although not essential
  • Experience of working in in a high-end environment (does not have to be finance)
  • Communication skills – role will involve significant engagement with ExCo, Board and clients
  • Organisational skills – self-starter and able to work autonomously
  • IT skills – inc experience of working with room booking, CAFM and BMS systems
  • ‘Best in class’ mentality and passion for continuous improvement


  • CAD
  • BIFM / IWIFM preferred
  • H&S preferred