Facilities Coordinator

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We are seeking a proactive and detail-oriented Facilities Coordinator to join our client’s team in Luton. In this dynamic role, you will be responsible for managing service requests, coordinating with engineers, maintaining compliance documentation, and supporting the wider facilities and compliance teams. This position is ideal for someone who thrives in a fast-paced, detail-oriented, and customer focused environment.

Tasks

Act as the first point of contact for clients, engineers and subcotractors, ensuring queries and service requests are dealt with efficently.
Coordinate reactive maintenance requests, PPM and inspections and other planned works, including scheduling engineers, arranging access and keeping clients updated on progress and any delays.
Monitor the progress of works and follow up outstanding jobs, reports, job sheets, time-sheets and other information required to ensure works are completed and closed.
Communicate with engineers daily to provide job information and resolve queries.
Accuretely maintain job, scheduling, attendance and service info within BigChange, Planon, Ostara and other relevant systems.
Monitor and manage BAU trackers and PO logs, supporting the accurate monitoring of works, costs, invoicing and financial reports.
Support the financial administration of contracts, including reviewing and approving subcontractors invoices and ensuring costs are accurate and supported by relevent documentation.
Maintain a working undertsanidng of the companies Purchase-to-pay (P2P) process
Manage client compliance documents.
Assist with reports, ops updates, audits, client reviews and other info required by management/ clinets.
Attend client sites reqularly to mainain up to date understanding of the buildings, requirments and ongoing works, whilst developing a strong relationship with the client.

Requirements:

Minimum 1 year’s experience in a facilities, maintenance helpdesk or similar role.
Familiar with compliance documents.
Good working knowledge of Microsoft Office, particularly Excel and Outlook.
Strong interpersonal skills and a client – focused approach to communication.
Attention to detail – High level of accuracy in data entry
Proactive and solution-focused approach.
Understanding of ISO 9001, 14001 and 45001 principles
Own Transport – able to get to both Luton office and Head office in Hemel Hempstead