Facilities Coordinator

📍 Canary Wharf, London
💰 £34,000 per year
🕒 Monday – Friday | 07:30 – 16:30

We are looking for a Senior Facilities Coordinator to play a key role in the day-to-day running of a busy corporate workplace in Canary Wharf.

This is a varied and hands-on position that sits at the heart of the facilities team. You will help ensure the workplace operates smoothly, supporting building services, coordinating contractors, managing the post room function, and assisting with facilities procurement and site operations.

If you are organised, proactive and enjoy being the person who keeps everything running behind the scenes, this could be the perfect opportunity.

The Role

As Senior Facilities Coordinator, you’ll support the Front of House Manager and wider facilities team to maintain a safe, efficient and well-run workplace environment.

Your responsibilities will include:

Post Room Management

• Overseeing incoming and outgoing mail and courier services

• Ensuring post is distributed accurately and in a timely manner

• Coordinating special deliveries including recorded and international shipments

• Maintaining secure delivery logs and tracking incoming packages

• Liaising with courier providers and delivery partners

Contractor Coordination

• Acting as the main point of contact for contractors attending site

• Scheduling and coordinating planned and reactive maintenance works

• Ensuring contractor inductions are completed before works begin

• Reviewing contractor RAMS (Risk Assessments and Method Statements)

• Monitoring contractor performance and escalating issues where required

• Maintaining accurate records of contractor visits, permits and compliance documentation

Quotes & Procurement

• Requesting and comparing quotes for facilities works and services

• Liaising with suppliers to ensure best value and service delivery

• Preparing quote summaries for review by the Account Manager

• Raising and tracking purchase orders and linking quotes to relevant budgets

Facilities Support

• Supporting office moves and internal workspace setups

• Logging and tracking reactive maintenance requests

• Monitoring and ordering workplace consumables (e.g. stationery and supplies)

• Carrying out regular site inspections and reporting issues

Health & Safety

• Ensuring contractors comply with site health & safety policies

• Supporting emergency procedures including evacuation drills

• Maintaining documentation for compliance and audits

What We’re Looking For

• Previous experience in a Facilities Coordinator or Workplace Support role

• Experience coordinating contractors and reviewing RAMS

• Strong organisational and multitasking skills

• Excellent communication and stakeholder management abilities

• Proficiency in Microsoft Office (Word, Excel, Outlook)

• Experience using CAFM systems is desirable

• Previous experience managing a post room/mailroom function would be advantageous

Additional Information

• You will occasionally provide reception cover during lunch breaks and annual leave

• Uniform and equipment will be provided

• Full training will be provided on company procedures and health & safety

• You will be required to become a Fire Warden and First Aider (training provided)

• Some flexibility in working hours may be required to support business needs

💡 This is a great opportunity for an experienced facilities professional who enjoys a varied role, working in a fast-paced and professional corporate environment.