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Facilities Coordinator

  • Location: City of London, London
  • Sector: Secretarial
  • Salary: plus excellent benefits and bonus
  • Job type: Permanent
  • Date posted: 02/01/2019
  • Job reference: MM - 4709
This vacancy has now expired.

Immediate start - excellent benefits - lovely offices

Hours of work: 8.30am - 5.00pm (with flexibility)

Highly successful and well established financial trading firm based in the heart of the City is looking for an experienced Facilities Coordinator/Receptionist to assist the office manager with the smooth running of the offices.


  • Responsible for providing day-to-day support for all facilities, reception, maintenance and food service needs in the office
  • Maintain reception area; greet and direct visitors and manage guest access with the building
  • Answer main phone line and direct calls and messages as needed
  • Provide ongoing administrative support to office staff as needed, including travel booking, expense reports, calendar and meeting management, etc.
  • Purchase, stock, and organize all groceries in kitchen; maintain lunch food ordering system
  • Maintain office furniture, equipment and general cleanliness and order in the office
  • Arrange hospitality, events and holiday gifts & cards
  • Arrange charity events/collections in the office
  • Maintain conference rooms to ensure proper set up and resources; set up conference rooms for company events and meetings
  • Maintain office supplies, including routine restocking of fax machines and printers
  • Act as a liaison to building property management
  • Act as a Safety Officer and Fire Marshal for the office; ensure that emergency and safety procedures are followed
  • Assist Office Manager with maintenance of new employee onboarding processes
  • Collaborate with IT on maintaining mechanical, engineering and power systems for the office
  • Manage taxi accounts and escalate issues to Office Manager and Finance team as appropriate
  • Provide first aid care for the office as needed
  • Sort and distribute incoming mail and packages
  • Run errands outside of office as assigned

Skills & Experience Required

  • Proven track record in administrative or facilities management experience required
  • Strong computer skills, including proficiency in Microsoft Office (Word, PowerPoint and Excel)
  • Good standard of education
  • Must be self-motivated and able to successfully perform tasks independently with minimum supervision
  • Excellent interpersonal and communication skills
  • Strong work ethic and team player attitude; willingness to help team members as needed
  • Must demonstrate flexible working manner to meet changing business needs
  • Ability to work under pressure
  • Strong problem solving abilities

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