Workplace & Facilities Coordinator - FOH

Workplace & Facilities Coordinator - FOH - £38k to £40k + excellent benefits - Central West London

This is working for a customer focused company that is a professional membership association, as well as providing a professional service to companies that rent some of its building in the central west area of London. This is the head office for the association, and as well as this being its own workplace, it is also a managed environment for occupiers and visitors.

This is a new, hands-on role, reporting to the CEO, created to provide clear day-to-day ownership of the building, workplace services and occupier experience. The postholder will ensure that the premises are safe, compliant, well presented and professionally managed, while providing a welcoming front-of-house service to staff, occupiers, visitors and contractors. The role is primarily operational and facilities-focused. Internal administration support will be limited and prioritised around business need, so that building responsibilities remain the core focus.

SALARY ETC:

• £38k to £40k, with a review after 6-months + benefits.
• Central West London
• Monday to Friday, 9.00am-5.00pm, with a one-hour unpaid lunch (35 hours per week). Reasonable flexibility may occasionally be required for building emergencies or pre-agreed events.
• Initially for a 3-month contract, renewable and potential to go permanent if both sides are happy.
• Start: ASAP but will wait for the right person.

REQURIEMENTS:

• Need to be well presented and confident in a FOH/people orientated role, with excellent communication (written and spoken), able to hit the ground running and own this role, whilst delivering a friendly and professional manner.
• Experience in facilities coordination, workplace operations, corporate front of house, high-quality hospitality, property management or a closely related environment.
• Confident and professional with occupiers, senior stakeholders, contractors and visitors.
• Excellent organisation, prioritisation and follow-through, with the ability to manage recurring checks alongside unexpected issues.
• High standards of presentation, customer service, confidentiality and attention to detail.
• Competence with MS, Word, Excel and Teams, including shared calendars and digital record-keeping.
• Willingness to work on site and provide reasonable flexibility for occasional emergencies or events.
• Knowledge of workplace H&S, fire safety and contractor management, IOSH, etc are advantageous.
• Also an advantage would be experience supporting a multi-occupier office, managed workspace, members organisation or corporate headquarters, as well as experience with meeting room technology, hospitality coordination, access control or facilities helpdesk systems.

SUMMARY OF DUTIES:

• Responsible for building operations and occupier services, such as main point of contact and FOH services to employees, building users, visitors, etc. Handling requests and reporting maintenance issues, offering a concierge service, support building users and proving a professional and friendly service.
• Health, Safety, and compliances through regular inspections and tests such as fire alarms, liaising and working with the external H&S Advisor, maintain risk assessments, ensure contractor sign in, etc.
• Responsible for the meeting rooms, hospitality, and events support. Manage meeting rooms and booking calendars, confirming room layouts, catering requirements, preparing of rooms and ensuring all equipment and requirements are ready for the room bookings, as well as turning around for the next booking. Coordinating any hospitality and lunch requirements.
• Supplier and purchasing record maintenance and coordination, through raising POs, obtaining quotes, maintaining records and ensuring stock levels are maintained.
• Internal administration and FOH duties such as answering the main telephone and redirecting where necessary, providing administrative support to senior team during quieter periods, as well as ensuring a high standard of service and representation of the company is provided at all times.

Due to the high volume of applications we receive, we regret that we are unable to respond individually to every applicant. If you have not heard from us within 2 weeks of the closing date, please assume that your application has not been successful on this occasion. We sincerely thank you for your interest and wish you every success in your job search