Facilities Coordinator

Facilities Coordinator

Application Deadline: 20 November 2026

Department: Integrative

Employment Type: Fixed Term - Full Time (12 months)

Location: London, UK

About the Role

The Facilities Coordinator plays a vital role in the day-to-day operations of the London office and sits within the Office Support function.

Key Responsibilities

• Coordinate and monitor planned and reactive facilities maintenance, repairs and minor works
• Ensure compliance with all applicable Health & Safety legislation, regulations, Approved Codes of Practice (ACoPs), and company policies
• Conduct regular workplace inspections and audits, identifying hazards and ensuring corrective actions are implemented in a timely manner
• Review and maintain contractors' compliance documentation, including Risk Assessments and Method Statements (RAMS), insurance certificates, and ensure Permit to Work applications are submitted through the landlord portal
• Support the Senior Office Services Manager in monitoring and controlling Facilities and Health & Safety budgets and expenditure
• Upload invoices into Concur, process facility-related expenses, and maintain the Operational Expenditure (Opex) spreadsheet
• Coordinate and manage office desk moves, departmental relocations, seating plans, and workplace changes, ensuring minimal disruption to business operations
• Support the Senior Office Services Manager in coordinating office fit-outs, refurbishments, workplace improvements, and office moves, working closely with contractors and key stakeholders to ensure projects are delivered safely, on time, within budget, and in compliance with Health & Safety requirements
• Liaise with vendors, suppliers, and contractors regarding service delivery, Service Level Agreements (SLAs), and contract renewals
• Maintain inventory levels for office equipment, furniture, facilities supplies and other assets
• Schedule and coordinate planned preventative maintenance (PPM) activities and manage reactive maintenance requests
• Respond promptly and effectively to maintenance emergencies and coordinate appropriate remedial actions
• Liaise with employees, contractors and landlord building management team to ensure efficient delivery of facilities services
• Conduct New Starter Health & Safety and Facilities inductions
• Carry out Display Screen Equipment (DSE) assessments, Personal Emergency Evacuation Plans (PEEPs), and other risk assessments as required
• Work collaboratively with the wider Integrative team regarding various administrative overflow tasks and assisting with important delegation visits and key calendar dates (e.g. International Energy Week)

Skills, Knowledge and Expertise

• Degree educated
• Proficiency with Microsoft Office & Advanced Excel
• Ideally IOSH or NEBOSH qualified and methodical in approach to managing risks and adhering to HSE legislation
• Previous experience from a corporate background required (e.g. law, finance or management consultancy)
• Excellent communication and interpersonal skills
• Strong organisational skills with the ability to prioritise, schedule, and manage multiple tasks effectively
• Collaborative team player with the ability to build strong working relationships across all levels of the business
• High level of confidentiality, professionalism, and discretion
• Excellent written and spoken English, with strong spelling and grammar
• Exceptional attention to detail and accuracy
• Resourceful, proactive, and able to work independently using initiative
• Customer-focused with a commitment to delivering high-quality workplace experience
• Strong problem-solving skills and the ability to respond effectively to changing priorities
• Experience coordinating office moves, fit-outs, and refurbishment projects within a corporate environment
• A flexible approach to supporting business needs
• Punctual, reliable and a strong team player

Benefits

• Competitive salary (commensurate with experience)
• Private Medical, Dental and Travel Insurance
• Life Assurance
• Annual Gym Allowance
• Contributory Pension Scheme
• 25 days annual leave
• Discretionary Bonus
• Full-time position with requirement to attend the London office 4 days per week