Workplace Coordinator in London

Key Responsibilities:

Facilities Management

• Coordinate and oversee routine and preventive maintenance of building systems, including HVAC, electrical, plumbing, and general infrastructure.
• Manage work order systems and ensure timely resolution of facility requests and repairs.
• Conduct regular facility inspections to identify and address maintenance needs, safety hazards, and code compliance issues.
• Assist with coordinating office moves, space planning, and furniture/equipment setups.
• Manage relationships with external vendors, contractors, and service providers; obtain quotes and oversee work quality.
• Monitor facility-related budgets, including utilities, maintenance contracts, and supplies.

Security Operations

• Maintain security policies, procedures, and access control systems
• Serve as the primary contact for security incidents; investigate and document incidents and coordinate response efforts.
• Oversee the issuance and deactivation of access credentials for employees, contractors, and visitors.

Health, Safety & Compliance

• Coordinate emergency response planning, including fire drills, evacuation procedures
• Maintain accurate records of safety inspections, incident reports, and certifications.

Administrative & General Duties

• Maintain accurate documentation related to facility assets, leases, maintenance logs, and security reports.
• Prepare and present regular reports on facility conditions, security incidents, and budget performance.
• Support procurement of facility and security supplies and equipment.
• Collaborate cross-functionally with HR, IT, and Operations teams on related initiatives.

What We're Looking For:

• Bachelor's degree
• 2–5 years of experience in facilities management, security coordination, or a related role.

Skills & Competencies:

• Experience managing vendors, contractors, and service level agreements.
• Knowledge of building systems, maintenance practices, and security technologies.
• Excellent organizational, problem‐solving, and project management skills.
• Strong communication and interpersonal skills with the ability to interact at all organizational levels.
• Ability to respond effectively to emergencies and work under pressure.
• Proficiency in Microsoft Office Suite and facility management software (e.g., CMMS platforms).

Working Conditions

• Primarily office‐based with regular walkthroughs of the facility, including mechanical and utility areas.
• May require on‐call availability for security incidents or facility emergencies outside of regular business hours.
• Occasional lifting and physical activity required (up to 30 lbs.).

Vacancy Status:

This posting is for an existing vacancy.

Base Salary:

The anticipated base salary range for this position is CAD $40,000 to $60,000 annually. Final base salary will be determined based on geographical location, experience, and qualifications.