Facilities Coordinator

Job Description

About the Role:

We are looking for an experienced and proactive Facilities Coordinator to support the Facilities Manager with the day-to-day delivery of facilities services for the Motorola Solutions account.

You will play a key role in ensuring the workplace operates safely, efficiently and to a high standard. Working closely with employees, suppliers, contractors and internal teams, you will coordinate facilities activities, monitor service delivery and provide an excellent workplace experience.

This is a hands-on coordination role suited to someone who is highly organised, customer focused and comfortable working in a fast-paced, multicultural environment.

Key Responsibilities

Facilities Operations & Workplace Experience

• Support the Facilities Manager with the day-to-day operation of the site.
• Act as the first point of contact for employees regarding facilities-related requests, queries and issues.
• Conduct regular building and office inspections to ensure facilities services are operating efficiently and workplace standards are maintained.
• Ensure meeting rooms, common areas and other workplace spaces are maintained to a professional standard throughout the day.
• Coordinate workplace activities including meeting room requirements, packages, office services and events.
• Manage general office equipment, consumables and supplies, ensuring appropriate stock levels are maintained.
• Identify opportunities to improve the workplace environment and overall service delivery.
• Work closely with other onsite services, including security, catering, project teams and other client functions.

Vendor & Contractor Management

• Coordinate and oversee onsite suppliers, subcontractors and service providers, ensuring agreed standards of performance and service quality are achieved.
• Monitor cleaning, technical, catering and other facilities services.
• Conduct regular inspections and service audits and follow up on identified issues.
• Coordinate vendor access and provide escorting in restricted or high-security areas where required.
• Support the procurement and onboarding of suppliers and services when needed.

Maintenance & Work Order Management

• Support the preparation and ongoing management of the Planned Preventative Maintenance (PPM) plan.
• Coordinate P2 and P3 maintenance activities as required.
• Identify and report defects through internal systems, creating and managing the appropriate work orders or tickets.
• Manage the end-to-end ticket process, including dispatch, updates, follow-up and closure, in line with agreed service levels.
• Ensure facilities issues and service failures are followed up and resolved in a timely and professional manner.
• Identify areas requiring repairs, upgrades or refurbishment and support the development of associated budget requirements.

Health, Safety & Compliance

• Conduct regular Health & Safety inspections and audits to ensure required procedures and controls are in place and working effectively.
• Work closely with the Health & Safety team on site initiatives and requirements.
• Complete required internal H&S documentation and reporting.
• Follow established incident reporting and escalation procedures.
• Support the coordination of the Building Evacuation Team.
• Assist with the organisation of first aid and AED training.
• Plan and coordinate annual evacuation drills, including assembly points, employee guidance, equipment readiness, action plans and post-drill reporting.
• Support site inspections and assessments to ensure building procedures and performance requirements are consistently maintained.

Financial & Project Support

• Support facilities-related financial and administrative processes.
• Monitor costs and provide accurate information to support effective cost management.
• Assist with annual site budget preparation.
• Support procurement activities, supplier quotations and benchmarking where required.
• Identify opportunities to improve operational efficiency and reduce costs while maintaining service quality.
• Support the management and coordination of FM projects valued below 50K.

What We’re Looking For

• Fluent English, both written and spoken.
• Minimum 3 years of relevant experience in Facilities Management, workplace operations or a similar role, ideally within a multicultural and evolving environment.
• Previous experience coordinating suppliers, contractors and facilities services.
• Practical understanding of Health & Safety procedures, site inspections and facilities compliance requirements.
• Experience with maintenance coordination, PPM activities and work order/ticket management.
• Strong customer service mindset and ability to communicate professionally with employees, managers, suppliers and client stakeholders.
• Excellent verbal and written communication skills.
• Strong planning, organisation and prioritisation skills.
• Ability to work independently and take ownership of day-to-day operational matters.
• Strong attention to detail, reliability and a proactive approach.
• Ability to manage multiple priorities and remain effective in a fast-paced environment.
• Collaborative approach and ability to work effectively with stakeholders at different levels of the organisation.

Qualifications

Additional Information

If you require any adjustments or support in connection with your application or the recruitment process, please contact [email protected]. We are committed to ensuring that all candidates can participate fully in the process.