Facilities Coordinator

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  • Job Reference: PR/000967
  • Job Title: Facilities Coordinator
  • Location: City of London
  • Basic Salary Range: Up to £27,000 per annum + Benefits & Opportunities
  • Job Type: Full Time
  • Posted 11 months ago

Maxwell Stephens have been asked to recruit a Facilities Coordinator/Administrator to support the delivery of a legally compliant, safe, customer focussed environment providing agreed levels of service across this company’s staffed properties.

Role Purpose:

  • To deal with the day to day administration within the Facilities Management team, provide cover for other Admin/coordinator members when on leave.
  • Must have a can-do attitude and a proactive approach to deadlines and delivery.


  • Super User for POM
  • Manage and update the resource planner daily
  • Dealing with outstanding debt for various contractors
  • Answer telephone and email queries promptly for absent team members
  • Providing cover for other admin members of the team when on leave.
  • Setting up regular meetings/global conference calls with a variety of Investor and Occupier clients
  • Sending supplier invoices for payment & debt chasing/control
  • Provide general office support including photocopying, filing, typing letters, scanning, binding, archiving, opening and disseminating post, dealing with queries when necessary
  • Maintenance of any electronic filing systems/other filing systems e.g. client database/marketing materials
  • Arranging meetings
  • Completing & submitting IT requests for new starters
  • Arranging COTs for properties
  • POM training for members of the team
  • Flexible in order to undertake nominated/additional duties in order to ensure the smooth flow of work through the team or business units
  • Travel booker
  • Add to the expenses
  • Provide site administrative support as directed
  • Utility management, raise pre orders, submit invoices for payment & chase outstanding debt.

Skills & Personal Qualities:

  • Good level of written English
  • Good level of numeracy
  • Highly proficient in all Microsoft programmes including MS Word, PowerPoint, Excel and Outlook
  • Good general administrative skills
  • Ability to work unsupervised
  • Good time management
  • Professional, proficient and proactive in approach
  • Flexible in approach and delivery
  • Organised and methodical
  • Likes to work as part of a team but equally comfortable working alone
  • Proactively assists team members when needed


  • Recognised IT certificate

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