Facilities Co-Ordinator
Full Time/Permanent
Soft Services
Hard Services
Facilities Management (main)
Estates, Property
Hard Services
Facilities Management (main)
Estates, Property
£20,000 to £29,999
Up to £30,000 per annum
North East
Manchester
Facilities Co-ordinator
03-12-2025 01:53 PM
03rd January 2026
Reporting to: Regional Senior Facilities Co-Ordinator
Location: Manchester
Contract Type: Permanent
Location: Manchester
Contract Type: Permanent
Overall Purpose of the Role
To deliver high-quality facilities management (FM) services across the business, supporting staff, visitors, and stakeholders. The Facilities Co-Ordinator ensures the smooth operation of workplace services, maintains compliance, and fosters a safe, clean, and well-equipped environment.
Key Responsibilities
- Act as a key liaison between the business and FM service providers, ensuring effective communication and service delivery.
- Support the Regional Senior Facilities Co-Ordinator in managing stakeholder relationships and facilitating service improvements.
- Implement changes to contracted services to enhance quality and align with FM best practices.
- Promote a collaborative and transparent partnership with service providers, encouraging innovation and mutual benefit.
Facilities Service Lines
Responsible for overseeing and coordinating the following services:
- Reception & Meeting Room Management
- Cleaning & Hygiene
- Conduct spot checks and audits to ensure cleanliness and presentation standards.
- Monitor contractor performance and ensure SLAs are met.
- Authorise and supervise cleaning-related works, review quotes, and approve payments.
- Washroom Facilities
- Ensure washrooms, showers, and changing areas are clean, hygienic, and stocked.
- Monitor feminine hygiene services and product units to maintain service standards.
- Teapoints & Vending Machines
- Ensure teapoints are clean, stocked, and functional, including vending machines, coffee machines, hot/chilled water taps, microwaves, fridges, and supplies (mugs, glasses, tea bags, cordial, paper towels).
- Liaise with catering contractors and janitorial staff to resolve issues promptly.
- MFDs (Multi-Function Devices)
- Manage maintenance contractors to ensure the printer fleet is operational and maintained to high standards.
- Handle call-outs and remedial actions until resolution.
- Stationery, Printing & Scanning
- Order and manage stock levels of stationery and print supplies across all floors.
- Coordinate business card orders, branded materials, copier paper, and toner replacements.
- Fulfil small copy/scan jobs locally to improve turnaround and reduce printroom workload.
- Storage Management
- Oversee non-archive storage, aiming to reduce unnecessary storage to zero.
- Ensure contractors minimise on-site space usage.
- Monitor critical spares and facilities items (e.g. lamps, catering stock, MFD parts, cleaning equipment).
- Waste & Recycling
- Monitor and enforce proper waste segregation and recycling practices among staff and contractors.
- Ensure ethical disposal of non-recyclable waste and maintain accurate waste transfer documentation.
- Supervise waste and recycling contractors, including service quality and invoicing.
- Pest Control
- Ensure regular contract visits and supervise additional call-outs as needed.
- General Facilities Oversight
- AV Support
- Air Conditioning (Operating Hours)
- Building Fabric Maintenance
- Business Continuity
- Car Parking
- Document Management
- Fire Safety & First Aid
- Health & Safety Compliance
- Key Management
- Landscaping & Grounds Maintenance
- Office Equipment
- Plumbing
- Porterage & Distribution
- Security Coordination
- Water Services
Helpdesk & Request Management
- Log and track all FM-related requests via email and internal systems, ensuring timely resolution and communication.
Budget Management
- Assist in monitoring and controlling FM budgets in collaboration with the Regional Senior Facilities Co-Ordinator.
- Communicate any out-of-budget activities to the Facilities Manager with appropriate documentation.
Service Delivery
- Ensure all FM services are delivered in line with agreed Service Level Agreements (SLAs) and Key Performance Indicators (KPIs).
- Maintain high standards of service delivery, compliance, and cost-efficiency.
Additional ResponsibilitiesFirst Aid
- Act as a trained First Aider, providing support to staff, clients, and visitors on-site.
Communication
- Maintain professionalism in all verbal and written communication.
- Ensure formal contractual communications are approved by the Head of Facilities Management.
- Coordinate external communications with relevant authorities and stakeholders (e.g. suppliers, contractors, landlords, insurers, HSE, Fire Authority).
Health & Safety
- Support compliance with health and safety legislation and company policy.
- Ensure staff are aware of emergency procedures and escape routes.
- Record and investigate accidents, ensuring appropriate reporting and documentation.
- Review contractor risk assessments and method statements.
Procurement
- Administer procurement activities under guidance from the Soft Services Manager.
- Support negotiation and purchasing of FM services and supplies.
- Evaluate needs, obtain quotes, present recommendations, and manage delivery and installation.
- Maintain records of warranties, guarantees, and service agreements.
Experience & Skills
Essential Experience:
- Minimum 2 years in a similar FM role
- Supplier/sub-contractor management with performance monitoring
- Knowledge of FM standards and legislation
- Experience with stationery, cleaning, and reprographics
- Corporate customer service experience
- Broad understanding of soft services (mailroom, archiving, pest control, vending)
Personal Attributes:
- Customer-focused, diplomatic, and proactive
- Approachable, cheerful, and professional
- Strong organisational and multitasking skills
- Self-motivated and committed
- Able to manage contractors and suppliers effectively
- Clear, courteous, and confident communicator
- Adaptable and capable of working independently within defined authority
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