Facilities Coordinator

The Operations Assistant will support the Head of Operations in the day-to-day management of a portfolio of managed office spaces. This role focuses on ensuring operational efficiency, resolving issues as they arise across sites, and maintaining a high standard of service delivery for occupiers and stakeholders.

You’ll be the “eyes and ears” across the portfolio—helping identify problems early, coordinate solutions, and keep everything running smoothly.

Operational Support

• Assist the Head of Operations in overseeing multiple managed office locations
• Monitor day-to-day operations and flag issues requiring escalation
• Support implementation of operational policies and procedures
• Help coordinate new site launches, refurbishments, and fit-outs
• Act as a first point of contact for operational issues across the portfolio
• Log, track, and follow up on maintenance, service, and tenant-related issues
• Coordinate with contractors, suppliers, and site teams to resolve problems efficiently
• Ensure timely communication and updates to relevant stakeholders

Facilities & Maintenance Coordination

• Liaise with facilities management providers and contractors
• Schedule planned maintenance and reactive works
• Track service performance and ensure SLAs are met
• Assist with compliance checks (health & safety, statutory requirements)

Tenant & Client Support

• Support occupier experience by responding to queries and requests
• Help manage tenant communications and notices
• Assist with onboarding new tenants and offboarding processes

Administrative & Reporting Duties

• Maintain accurate records of issues, works, and site activity
• Prepare reports for the Head of Operations (e.g., issue logs, performance metrics)
• Assist with budgeting tracking and invoice processing where required
• Support data collection for operational performance analysis

Skills & Experience

• Previous experience in operations, facilities, property management, or similar
• Strong organisational and multitasking skills
• Ability to manage and prioritise multiple issues across different locations
• Excellent communication skills (written and verbal)
• Problem-solving mindset with attention to detail
• Proficiency in Microsoft Office (Excel, Outlook, Word)
• Experience in managed offices, coworking, or commercial property
• Familiarity with facilities management systems or CAFM tools
• Understanding of health & safety and compliance requirements

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