Facilities Coordinator

About the Role

We are looking for a motivated and skilled Facilities Coordinator to become an integral part of a dynamic team on a permanent full-time basis, based at our client’s Citywest site. This position requires active engagement in day-to-day site operations by collaborating closely with the Facilities Management team, contractors, and client stakeholders to ensure the building runs smoothly and provides an outstanding workplace environment.

Note that physical tasks such as handling furniture setups, coordinating office relocations, and meeting move requests form a significant portion of the role. Candidates must be capable of manual handling as a routine duty.

Responsibilities

• Assist with the setup and teardown of meeting rooms, conference venues, and on-site events, ensuring alignment with client standards.
• Manage event support logistics including request reception, resource estimation, coordination, and progress monitoring.
• Promptly respond to last-minute changes or requests to maintain event and meeting quality.
• Perform regular inspections of meeting and conference areas to maintain cleanliness, order, and stock levels.
• Inspect furniture and equipment for damage, reporting issues and recommending repairs or replacements as needed.
• Support the Facilities Management team in everyday building operations, covering both internal and external facility-related activities.
• Assist in overseeing operational service providers and contractors to ensure work aligns with client expectations.
• Help deliver small-scale facilities and workplace projects.
• Participate in information requests, reporting duties, data gathering, and site inspection documentation with prompt follow-up.
• Contribute updates at regular Facilities Management meetings related to operational activities.
• Provide assistance to Space Planning and Moves, Adds & Changes teams with space adjustments, office moves, and project implementation.
• Support office relocations, furniture movements, and workspace rearrangements.
• Complete any additional tasks or reporting responsibilities assigned by the account management team.

Required Skills and Experience

• Proven background as a Facilities Coordinator or in a related facilities support capacity.
• Capability and comfort in performing physical tasks such as furniture setup, office moves, and manual handling.
• Strong customer service orientation and experience working in client-facing roles.
• Excellent organizational skills with proficiency in managing multiple simultaneous priorities.
• Effective verbal and written communication abilities.
• Proficiency with Microsoft Office applications including Excel, Word, Outlook, and PowerPoint.
• Ability to operate independently while effectively collaborating within a team environment.
• Attention to detail and a proactive problem-solving mindset.

Desirable Qualifications

• Experience with Computer-Aided Facilities Management (CAFM) systems or similar software platforms.
• Background in coordinating business events, meeting rooms, or conference facilities.
• Experience supporting workplace moves, space planning procedures, or facilities-related projects.

Additional Information

• Working hours are Monday to Friday, 8:00 AM to 4:30 PM.
• The role offers an opportunity to operate in a professional, client-facing environment.
• The position presents a varied workload covering facilities operations, workplace projects, and event support.