Facilities Coordinator

We are seeking a proactive and detail-oriented Facilities Coordinator to support the day-to-day operations of our client's London office, with additional responsibility for coordinating facilities activities at their Newcastle location. This is a hands-on role requiring excellent organizational skills, strong communication abilities, and a customer-focused approach. The successful candidate will be the first point of contact for all facilities-related queries, ensuring the smooth operation of building services, health and safety compliance, and an exceptional workplace experience for all building users., Operational Management (70%) London Office (Primary Focus):

• Serve as the primary on-site facilities contact for all building users
• Coordinate planned preventative maintenance (PPM) activities with contractors and service providers
• Manage reactive maintenance requests through the CAFM system, ensuring timely resolution
• Oversee daily building operations including HVAC, lighting, security systems, and access control
• Coordinate cleaning services and conduct regular quality inspections
• Manage workplace supplies inventory and ordering processes
• Liaise with building landlord and management on shared services and building issues
• Review service delivery reports and KPIs
Newcastle Office (Remote Coordination):
• Provide remote facilities management support to Newcastle office
• Coordinate maintenance activities and supplier engagement via local contacts
• Review service delivery reports and KPIs
• Conduct monthly site visits to inspect facilities, meet with local contacts, and ensure service standards
• Implement consistent FM processes and procedures across both locations
• Support local site contact with escalated facilities issues
Health, Safety & Compliance
• Maintain compliance with all relevant health and safety legislation
• Conduct regular workplace inspections and risk assessments
• Maintain statutory compliance records (fire safety, water testing, electrical testing, etc.)
• Ensure contractor permits to work and method statements are in place
• Report incidents, accidents, and near misses
• Support business continuity and emergency response procedures
• Liaise with Health & Safety Manager on policy implementation and audits
Vendor & Contract Management
• Act as day-to-day liaison with service providers and contractors
• Monitor contractor performance against SLAs and KPIs
• Process and verify supplier invoices for accuracy
• Maintain contractor database and documentation
• Escalate supplier performance issues as appropriate
Projects & Continuous Improvement
• Support small capital projects and workplace improvement initiatives
• Participate in sustainability initiatives (waste management, energy reduction, recycling)
• Contribute to annual budget planning and monthly financial reporting
• Identify opportunities for cost savings and service improvements
• Maintain accurate records and management information
• Prepare reports on FM activities, costs, and performance metrics, JLL is committed to investing in our people. As a Facilities Coordinator, you will have access to:
• Structured onboarding and induction program
• Regular performance reviews and career development discussions
• IWFM membership and support for professional qualifications
• Internal training on health & safety, technical systems, and soft skills
• Opportunities to progress to Senior Facilities Coordinator, Assistant Facilities Manager, or Facilities Manager roles
• Cross-functional project opportunities
• Mentoring and networking within JLL's global FM community
  
  Minimum 2 years' experience in a facilities management, office coordination, or similar operational role
• Proven experience coordinating multiple service providers and contractors
• Demonstrable knowledge of building operations and maintenance
• Experience using Computer-Aided Facilities Management (CAFM) systems or similar work order platforms
• Understanding of health and safety requirements in a commercial office environment
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Excellent written and verbal communication skills
• Strong organizational and time management abilities
• Desirable Qualifications & Experience
• IOSH Managing Safely or equivalent health and safety qualification
• IWFM (Institute of Workplace and Facilities Management) qualification or working towards
• Experience in a client-facing or customer service environment
• Experience managing multiple sites or remote locations
• Knowledge of building management systems (BMS)
• Previous experience working for a facilities management service provider, Building services knowledge (HVAC, electrical, plumbing, fabric maintenance)
• Understanding of planned preventative maintenance schedules
• Familiarity with statutory compliance requirements (fire safety, health & safety, etc.)
• Budget monitoring and cost control awareness
Personal Attributes
• Customer-focused: Committed to delivering exceptional service and responsiveness
• Proactive: Anticipates issues and takes initiative to resolve them
• Resilient: Remains calm and effective under pressure or during building emergencies
• Detail-oriented: High level of accuracy in record-keeping and compliance management
• Flexible: Willing to adapt to changing priorities and work out of hours when required
• Collaborative: Works effectively with colleagues, clients, and external partners
• Professional: Maintains confidentiality and represents JLL and the client positively
Interpersonal Skills
• Strong stakeholder management abilities
• Diplomatic approach to resolving conflicts or complaints
• Confident communicator at all organizational levels
• Team player with a positive, can-do attitude
• Cultural awareness and sensitivity in a diverse workplace, Able to walk around multi-story office buildings and conduct inspections
• Comfortable working in plant rooms, mechanical areas, and rooftop locations
• Capable of lifting and moving light equipment or supplies (up to 10kg)
• Able to remain on-site for extended periods during emergency situations
  
  Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you've got deep experience in commercial real estate, skilled trades or technology, or you're looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward., JLL is a leading professional services firm that specializes in real estate and investment management. Our vision is to reimagine the world of real estate, creating rewarding opportunities and amazing spaces where people can achieve their ambitions. We deliver integrated facilities management services to corporate occupiers, helping them optimize their workplace environments and enhance employee experience., Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL's recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.
  
  Working PatternOffice-based, 5 days per week (Monday to Friday)
Occasional out-of-hours work required Salary RangeCompetitive, dependent on experience,
• Primary base: Old Broad Street, London EC2N 1AR (5 days per week, office-based)
• Monthly site visits to Newcastle office (typically 1-2 days per month)
• Travel expenses covered in accordance with JLL Travel and Expenses Policy
• Occasional travel to other client sites or JLL offices as required
Working Hours:
• Standard hours: Monday to Friday, 08:00 - 17:00 (or 09:00 - 18:00, as agreed)
• Total: 37.5 - 40 hours per week
• Out-of-hours work: Occasional evening or weekend work required for emergency callouts, planned maintenance activities, or building projects
• Compensation: Time off in lieu (TOIL) or overtime payment for out-of-hours work, as per company policy, JLL is committed to supporting our employees' wellbeing and career development. Our comprehensive benefits package includes:
• Competitive salary based on experience
• 25 days annual leave plus bank holidays (increasing with service)
• Pension scheme with employer contribution
• Private medical insurance (after qualifying period)
• Life assurance (4x salary)
• Income protection
• Employee Assistance Programme (24/7 support for you and your family)
• Cycle to Work scheme
• Retail and lifestyle discounts (via JLL Perks platform)
• Professional development: Support for IWFM qualifications, IOSH training, and career progression
• Learning & development: Access to JLL's global learning platform and internal training programs
• Flexible benefits platform with options to tailor your package