Facilities and Office Coordinator

Business Unit: Global Sourcing, Corporate Services & OCOO Administration
Job Description: Role Summary The Facilities and Office Coordinator role serves to ensure the smooth and efficient operation of the office environment, including facilities management, vendor coordination, health & safety compliance and statutory obligations. This role supports a high-performing financial services office by maintaining a safe, compliant and productive workplace The Facilities and Office Coordinator plays a key role in ensuring the Facilities Management team services are provided in an effective and efficient manner. This includes being responsible for answering and responding to all London Facilities emails and assisting in the smooth running of administration office delivery services and engagement with the London office. The role reports into the EMEA Facilities Manager Whilst the expectation is for this role to reflect the Company’s normal working hours of 09.00 – 17.00, from time to time there may be a business request to work outside of business hours The responsibilities of the individual in this position include: Regulatory & business conduct

• Displaying exemplary conduct and living by our organizations Code of Conduct
• Taking personal responsibility for embedding the highest standards of ethics, including regulatory and business conduct across the business
• Effectively and collaboratively identifying, escalating, mitigating and resolving risk, conduct and compliance

Facilities management

• Overseeing day-to-day office operations, including maintenance, cleaning, security, and utilities
• Managing relationships with third-party service providers and contractors
• Conducting regular office inspections and ensuring timely resolution of issues
• Maintaining inventory of office supplies and equipment

Health & safety compliance

• Ensuring compliance with UK HSE regulations, including COSHH, DSE, and manual handling
• Maintaining and updating the Health & Safety Policy and ensuring staff awareness
• Coordinating first aid and fire warden training and maintaining certification records
• Carrying out periodic health and safety checks and ordering the required supplies for first aid points and equipment
• General health and safety duties including some risk assessments and knowledge of statutory compliance requirements

Statutory & regulatory compliance

• Ensuring the office complies with all relevant UK statutory requirements (e.g. fire safety, electrical testing, water hygiene)
• Maintaining accurate records of inspections, certifications, and maintenance logs

Office coordination

• Supporting onboarding of new employees, including desk setup, access cards, and H&S induction
• Managing meeting rooms, office layout planning, and space optimisation
• Coordinating office events and employee engagement initiatives
• Supporting budget tracking and invoice processing for facilities-related expenses
• Providing ad-hoc reception coverage
• Vendor and supplier relationship management

Vendor management

• Liaising with service partners and contractors to ensure regular activities are undertaken for recycling and confidential waste
• Supplier relationship management

Office / Facilities Management

• Co-ordinating reactive repairs and small facilities projects
• Conducting daily walk around checks which include all safety and signage security (including fire, intruder alarms and emergency escape routes and doors)
• Reporting any issues to the Facilities Manager
• Ensuring all site equipment is checked daily e.g., vending machines, dishwashers, microwaves, fridges
• Reporting and resolving any issues when they occur
• Office porterage as required including supporting office moves, furniture moves, event set ups deliveries and collection (this will involve some manual work, such as lifting boxes and crates)

The successful candidate will have extensive demonstrable skills and experiences including the following:

• Proven experience in facilities or office coordination, preferably in a financial or corporate environment required
• IOSH Managing Safely or NEBOSH General Certificate highly desirable
• Knowledge of UK H&S legislation and building compliance preferred
• Excellent organisational, attention to detail and communication skills
• Strong client service and communication skills (oral and written)
• Excellent organisational skills including diary management
• Must have the ability to prioritise workloads, work under pressure and multitask
• Excellent time management
• Ability to work in a fast-paced environment
• Proficient in Microsoft Office (Teams, Outlook, word, Excel)
• Maintains regular contact and builds strong working partnerships with clients and suppliers
• Proactively works towards promoting a sense of pride in the Facilities Management team