Facilities Coordinator

Join Guild Care as a Facilities Coordinator and support the efficient running of daily office operations through crucial administrative tasks! Main Duties: Organise and schedule meetings and appointments with contractors. Assist the Head of Facilities/Facilities Supervisor in scheduling work for the maintenance team and contractors. Ensure all invoices linked to the facilities department are coded and sent to finance in a timely manner. Oversee service contracts, liaising with contractors to ensure equipment servicing is scheduled on time and all certifications are received. Send remedial quotations to the Head of Facilities for approval. Ensure monthly expenses and on-call sheets for the maintenance team are uploaded and sent to payroll. Update and distribute the monthly on-call rota for the team. Upload and document all compliance certifications and checks carried out by the maintenance team. Assist with the purchasing of items as required. Create Excel spreadsheets and Word documents as needed. Liaise with Facilities Supervisor/Head of Facilities to organise team meetings, training, and annual leave. Perform any other administrative tasks as required. About The Role As a Facilities Coordinator, you will support the Head of Facilities and Facilities Manager in overseeing daily office operations. You’ll be responsible for ensuring smooth functioning through various administrative tasks, such as scheduling work, maintaining compliance documentation, and managing financial records. If you're highly organised, adaptable, and proactive, we’d love to hear from you! Required Criteria Proven administrative experience, preferably within facilities management or a similar operational environment. Experience liaising with contractors and managing schedules effectively. Proficient in Microsoft Office Suite, particularly Excel and Word, for creating and managing spreadsheets, documents, and compliance trackers. Excellent verbal and written communication skills, with confidence in liaising with internal teams and external contractors. Strong organisational skills with the ability to manage multiple priorities and meet deadlines. Attention to detail and accuracy in record-keeping and document preparation. Competent in basic financial administration, including invoice processing and payroll documentation. A proactive, solution-focused mindset with the ability to work independently and collaboratively. Flexible and adaptable to changing priorities in a dynamic environment. Desired Criteria Previous experience in facilities or property management. Familiarity with scheduling tools or software. Knowledge of Health and Safety regulations related to facilities operations. Experience with procurement processes and vendor management. Skills Needed Financial Reporting, Managing Contracts, Microsoft Office Suite, Communication Salary £29,484.57 per year Job Type: Full-time Pay: From £29,484.57 per year Work Location: In person

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