We are looking for an organised and proactive Facilities Coordination to support our facilities team with day-to-day tasks and projects. This role is varied - covering admin, follow-up, and coordination and is ideal for someone who enjoys keeping things organised, working with different people, and making sure activities running smoothly
You don't need specialist facilities experience - training and guidance will be provided - but you should be detail-focused, confident in chasing updates, and happy managing multiple small tasks at once.
Key Responsibilities
Coordination & Follow-up
Chase updates with contractors and suppliers to ensure works are completed on time.
Track purchase orders (POs), NIPRs, and other approvals.
Manage quote requests (scope provided) and coordinate responses.
Support with arranging contractor/visitor passes for site works.
Administration & Tracking
Maintain and update task trackers, ensuring all actions are current.
Take minutes during weekly meetings and follow up on action points.
Keep central filing of project documents and certificates organised.
Monitor open actions and proactively chase updates.
Finance & Procurement Support
Prepare and manage expense forms, scanning and filing receipts.
Order parts/supplies as requested and prepare supporting documentation.
Assist with managing quotes and preparing simple comparison summaries.
Planning & Logistics
Support scheduling and tracking of recurring checks, ensuring deadlines are not missed.
Reporting & Communication
Prepare simple updates and summaries for management review.
Liaise with internal and external stakeholders to keep projects moving.
Skills & Experience
Previous office or admin experience is helpful but not essential.
Good organisational skills and attention to detail.
Confident using Microsoft Outlook, Word, and Excel.
Good written and verbal communication skills.
Able to manage multiple small tasks at the same time.
Positive, proactive attitude and willingness to learn.
Job Types: Full-time, Permanent, Graduate
Pay: 25,000.00-30,000.00 per year
Work Location: In person
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