Facilities Coordinator ( Office Services )
3 days ago
Newtownabbey
Job Title: Facilities Co-Ordinator Reporting to:Regional Senior Facilities Co-Ordinator Check you match the skill requirements for this role, as well as associated experience, then apply with your CV below. Location:Belfast Contract Type:Permanent Overall Purpose of the Role To deliver high-quality facilities management (FM) services across the business, supporting staff, visitors, and stakeholders. The Facilities Co-Ordinator ensures the smooth operation of workplace services, maintains compliance, and fosters a safe, clean, and well-equipped environment. Key Responsibilities • Act as a key liaison between the business and FM service providers, ensuring effective communication and service delivery., • Support the Regional Senior Facilities Co-Ordinator in managing stakeholder relationships and facilitating service improvements., • Implement changes to contracted services to enhance quality and align with FM best practices., • Reception & Meeting Room Management, • Cleaning & Hygiene, • Conduct spot checks and audits to ensure cleanliness and presentation standards., • Monitor contractor performance and ensure SLAs are met., • Authorise and supervise cleaning-related works, review quotes, and approve payments., • Washroom Facilities, • Ensure washrooms, showers, and changing areas are clean, hygienic, and stocked., • Monitor feminine hygiene services and product units to maintain service standards., • Teapoints & Vending Machines, • Ensure teapoints are clean, stocked, and functional, including vending machines, coffee machines, hot/chilled water taps, microwaves, fridges, and supplies (mugs, glasses, tea bags, cordial, paper towels)., • Liaise with catering contractors and janitorial staff to resolve issues promptly., • MFDs (Multi-Function Devices), • Manage maintenance contractors to ensure the printer fleet is operational and maintained to high standards., • Handle call-outs and remedial actions until resolution., • Stationery, Printing & Scanning, • Order and manage stock levels of stationery and print supplies across all floors., • Coordinate business card orders, branded materials, copier paper, and toner replacements., • Fulfil small copy/scan jobs locally to improve turnaround and reduce printroom workload., • Storage Management, • Oversee non-archive storage, aiming to reduce unnecessary storage to zero., • Ensure contractors minimise on-site space usage., • Monitor critical spares and facilities items (e.g. lamps, catering stock, MFD parts, cleaning equipment)., • Waste & Recycling, • Monitor and enforce proper waste segregation and recycling practices among staff and contractors., • Ensure ethical disposal of non-recyclable waste and maintain accurate waste transfer documentation., • Supervise waste and recycling contractors, including service quality and invoicing., • Pest Control, • Ensure regular contract visits and supervise additional call-outs as needed., • General Facilities Oversight, • AV Support, • Air Conditioning (Operating Hours), • Building Fabric Maintenance, • Business Continuity, • Car Parking, • Document Management, • Fire Safety & First Aid, • Health & Safety Compliance, • Key Management, • Landscaping & Grounds Maintenance, • Office Equipment, • Plumbing, • Porterage & Distribution, • Security Coordination, • Water ServicesHelpdesk & Request Management, • Log and track all FM-related requests via email and internal systems, ensuring timely resolution and communication.Budget Management, • Assist in monitoring and controlling FM budgets in collaboration with the Regional Senior Facilities Co-Ordinator., • Communicate any out-of-budget activities to the Facilities Manager with appropriate documentation.Service Delivery, • Ensure all FM services are delivered in line with agreed Service Level Agreements (SLAs) and Key Performance Indicators (KPIs)., • Maintain high standards of service delivery, compliance, and cost-efficiency.Additional ResponsibilitiesFirst Aid, • Act as a trained First Aider, providing support to staff, clients, and visitors on-site.Communication, • Maintain professionalism in all verbal and written communication., • Ensure formal contractual communications are approved by the Head of Facilities Management., • Coordinate external communications with relevant authorities and stakeholders (e.g. suppliers, contractors, landlords, insurers, HSE, Fire Authority).Health & Safety, • Support compliance with health and safety legislation and company policy., • Ensure staff are aware of emergency procedures and escape routes., • Record and investigate accidents, ensuring appropriate reporting and documentation., • Review contractor risk assessments and method statements.Procurement, • Administer procurement activities under guidance from the Soft Services Manager., • Support negotiation and purchasing of FM services and supplies., • Evaluate needs, obtain quotes, present recommendations, and manage delivery and installation. xrnqpay, • Minimum 2 years in a similar FM role, • Supplier/sub-contractor management with performance monitoring, • Knowledge of FM standards and legislation, • Experience with stationery, cleaning, and reprographics, • Corporate customer service experience, • Customer-focused, diplomatic, and proactive, • Approachable, cheerful, and professional, • Strong organisational and multitasking skills, • Self-motivated and committed, • Able to manage contractors and suppliers effectively, • Clear, courteous, and confident communicator, • Adaptable and capable of working independently within defined authority