Facilities Coordinator

The Facilities Coordinator is the first point of contact for visitors and staff, delivering an exceptional front-of-house experience while supporting facilities operations. This role upholds our client’s brand image through professionalism, efficiency, and outstanding customer service.

Responsibilities

• Reception & Front-of-House
• Provide a welcoming and professional experience for all visitors.
• Manage visitor and contractor registration via the visitor management system.
• Notify hosts promptly upon guest arrival.
• Sign-in contractors, ensure permits are in place, and provide escorts as needed.
• Facilities Support
• Handle incoming/outgoing couriers and postal services efficiently.
• Assist with Facilities helpdesk tickets and maintain accurate records.
• Support procurement activities: sourcing suppliers, obtaining quotes, processing orders.
• Coordinate soft services (cleaning, maintenance, catering) and meeting room setups.
• Manage catering requests and ensure proper cleanup post-events.
• Monitor and replenish consumables, stationery, and copier paper.
• Issue car park permits and EV charging cards; maintain accurate logs
• Act as AV Super User for technical support during meetings.

• Perform regular car park checks and maintain standards.
• Serve as Fire Marshal: implement fire safety procedures, conduct drills, assist in evacuations.
• Support with event planning and execution.

Daily Duties

• Conduct fire safety walks and visual inspections.
• Prepare badges, check deliveries, and manage snack/catering schedules.
• Maintain cleanliness and readiness of meeting rooms and common areas.
• Monitor stock levels for snacks, stationery, and supplies.
• Ensure front-of-house area remains tidy and presentable throughout the day.

Experience

2 years’ experience in a similar role

Aptitudes

• Some financial / accounting experience would be an advantage.
• Professional, proactive, reliable, and customer focused.
• Excellent verbal, and good basic standard of written, communication skills.
• Ability to work independently and prioritize tasks effectively
• Comfortable in a fast-paced environment; flexible and resourceful
• Excellent time management and organisational skills.
• Commitment to continuous improvement and to customer service delivery.
• Ability to work as part of a team, as well as independently.
• Willingness to work outside normal business hours when required.