Facilities Coordinator

Job Description

Netcompany is seeking a proactive and service-minded Facilities Coordinator to support the day-to-day delivery of effective, safe and well-functioning workplace operations. The role coordinates operational activities, suppliers, compliance documentation and financial administration in line with Group Facility Management standards, processes and templates.

You will work closely with the Facility Manager and internal stakeholders to ensure consistent colleague and client experience. The role is hands-on and coordinating in nature; significant operational, compliance, supplier and financial matters are escalated to the Facility Manager.

Key responsibilities

Workplace operations

• Coordinate day-to-day workplace operations and resolve operational issues in a timely and service-oriented manner.
• Coordinate planned and reactive maintenance and follow up on open actions through to completion.
• Liaise with landlords, managing agents, contractors and suppliers on operational matters.
• Support workplace onboarding and office events in cooperation with relevant internal stakeholders.
• Apply Group Facility Management standards, processes, templates and reporting requirements consistently.

Suppliers, service quality and finance

• Coordinate contractors and third-party suppliers and follow up on service delivery, SLAs and KPIs.
• Monitor service issues and corrective actions and escalate significant performance or commercial matters to the Facility Manager.
• Support supplier reviews, procurement activities and contract administration in line with Group Facility Management processes.
• Manage purchase orders, invoice processing and expenditure tracking, ensuring that costs are correctly documented and allocated.
• Support budget follow-up and identify opportunities to improve service quality and value for money.

Health, safety and compliance

• Coordinate day-to-day Health & Safety activities in accordance with local requirements and Group Facility Management standards.
• Coordinate contractor inductions, permits to work, workplace inspections, DSE assessments and risk assessments, where applicable.
• Support incident and near-miss investigations and monitor agreed corrective actions through to completion.
• Review and maintain relevant contractor and compliance documentation, including RAMS and statutory records, where applicable.
• Maintain accurate documentation and evidence to support internal governance, audits and relevant ISO management systems.

Reporting and stakeholders

• Maintain operational records and provide regular reporting on supplier performance, compliance, Health & Safety and expenditure.
• Prepare clear colleague communications relating to workplace operations, maintenance and Health & Safety.
• Build effective working relationships across Facility Management, HR, IT, Finance, Procurement and other business functions.

What we expect from you

• You are service-oriented, structured and proactive, with the ability to maintain an overview while following through on operational details. You thrive in a dynamic environment, take ownership of your tasks and make sound decisions within established processes and escalation routes.
• Relevant experience from Facilities Management, Workplace Operations, Office Management or a similar operational environment.
• Strong organisational and prioritisation skills, with a consistent focus on follow-up and completion.
• Experience coordinating contractors and third-party suppliers.
• Strong communication and stakeholder management skills.
• A proactive, practical and solution-oriented approach to day-to-day issues.
• Experience with purchase orders, invoice processing, expenditure tracking and operational reporting.
• Good working knowledge of Microsoft Office, including Outlook, Word, Excel and PowerPoint.
• Fluency in English; relevant local language skills may be required depending on the office location.

Qualifications

Desirable qualifications and experience

• Experience supporting Health & Safety compliance in an office environment.
• Experience with SLAs, KPIs, supplier reviews or contract administration.
• Experience supporting ISO management systems or internal and external audits.
• A relevant Health & Safety qualification, such as IOSH Managing Safely, or willingness to obtain one.

Additional Information

Netcompany Academy

Through our Netcompany Academy, we offer a diverse range of courses, seminars and certifications carefully curated to support your development. As you advance in your career, the Academy tailors its offerings to enhance your managerial skills, deepen your understanding of methodologies, hone your leadership abilities, and fine-tune your strategic acumen. 

As you progress through the content, you’ll naturally take on more responsibility and network with your peers.

Benefits include

• 25 days’ holiday
• Private Medical Health care via Vitality
• Pension contribution, Life Assurance
• Professional certifications supported as part of learning and development.
• A range of retail discounts to enhance your lifestyle, encompassing restaurants, supermarkets, travel, leisure activities and health and well-being services.
• Access to our Employee Resource Groups, our groups represent diverse backgrounds and provide a platform for colleagues to connect, learn, and support one another.

Company information

At Netcompany, we pride ourselves on our entrepreneurial spirit and our capacity for doing things differently. Our culture is built on fostering low bureaucracy, emphasizing high agility and promoting flexibility, enabling everyone to contribute their best.

Our journey began in the UK with the acquisition of Hunter Macdonald in 2017. As one of Northern Europe's most accomplished IT companies, we have expanded our headcount globally to 7400+ employees and have offices in UK, Denmark, Norway, Poland, Holland and Vietnam.

Netcompany is committed to providing an inclusive and barrier-free recruitment process for anyone wishing to apply for a job with us. We operate a Disability Confident Interview Scheme which means that we offer guaranteed interviews to all applicants with a disability who meet the minimum criteria for a role. Applicants are asked to opt in, so please let us know if you wish your application to be considered under this scheme.

If you need any reasonable adjustments or extra support during the recruitment process, please contact us at [email protected].

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