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Workplace Host / Facilities Coordinator
We are looking for a customer-focused, highly organised, and detail-oriented Workplace Host / Facilities Coordinator to join our team. This role is pivotal in ensuring the smooth day-to-day operations of our facilities through effective supplier coordination and outstanding customer service.
As a Facilities Coordinator, you will be responsible for managing supplier performance remotely, ensuring service delivery meets client expectations and internal standards. You will act as a key point of contact, upholding a professional image and fostering strong relationships with clients, suppliers, and colleagues.
Purpose of the Role
- Support safe and effective workflow delivery across the workplace.
- Build trust-based relationships with the client and contribute to the success of our operations through support and collaboration.
- Oversee all facilities management and maintenance activities at the client location.
- Ensure a high standard of customer service is consistently delivered.
- Serve as the daily liaison with stakeholders to ensure compliance with Service Level Agreements.
Key Responsibilities
- Respond promptly and professionally to client or customer concerns and escalate where necessary.
- Provide cover for the front-of-house Workplace Host, delivering exceptional customer service.
- Take a proactive and flexible approach to daily responsibilities and ad hoc requests.
- Manage supplier contracts to ensure services are delivered with quality, innovation, and value for money.
- Monitor and control budgets, targets, and financial processes including purchase orders and invoice approvals.
- Ensure all QHSE documentation is current and enforced across all supplier operations.
- Conduct compliance, technical, and service audits as required.
- Maintain high levels of customer satisfaction through proactive service delivery.
- Promote and uphold company values in all business interactions.
- Accurately communicate relevant business and operational information.
- Oversee all service requests via the FM Helpdesk and ensure follow-through to resolution.
- Coordinate planned preventative maintenance across systems such as electrical, HVAC, plumbing, and water hygiene.
- Address minor repair issues on-site and coordinate with specialist contractors as needed.
- Collaborate with third-party providers for fleet management, including rentals, maintenance, renewals, and insurance compliance.
- Administer all fleet-related tasks such as vehicle allocation, incident processing, and policy enforcement.
Ideal Candidate Profile
- Proven experience in a similar facilities or workplace coordination role.
- Strong communication and interpersonal skills, with fluent written and spoken English.
- Service-minded and proactive, with a flexible and solutions-oriented mindset.
- Strong organisational skills and the ability to manage competing priorities under pressure.
- Comfortable managing both client and supplier relationships.
- Effective budget and financial process management.
- Solid understanding of compliance, maintenance, and QHSE procedures.
- Strong people management and team collaboration skills.
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