Job Title: Facilities Co-OrdinatorReporting to:Regional Senior Facilities Co-OrdinatorLocation:BelfastContract Type:PermanentOverall Purpose of the RoleTo 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 ResponsibilitiesAct 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 LinesResponsible for overseeing and coordinating the following services:Reception & Meeting Room ManagementCleaning & HygieneConduct 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 FacilitiesEnsure washrooms, showers, and changing areas are clean, hygienic, and stocked.Monitor feminine hygiene services and product units to maintain service standards.Teapoints & Vending MachinesEnsure 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 & ScanningOrder 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 ManagementOversee 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 & RecyclingMonitor 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 ControlEnsure regular contract visits and supervise additional call-outs as needed.General Facilities OversightAV SupportAir Conditioning (Operating Hours)Building Fabric MaintenanceBusiness ContinuityCar ParkingDocument ManagementFire Safety & First AidHealth & Safety ComplianceKey ManagementLandscaping & Grounds MaintenanceOffice EquipmentPlumbingPorterage & DistributionSecurity CoordinationWater ServicesHelpdesk & Request ManagementLog and track all FM-related requests via email and internal systems, ensuring timely resolution and communication.Budget ManagementAssist 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 DeliveryEnsure 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 AidAct as a trained First Aider, providing support to staff, clients, and visitors on-site.CommunicationMaintain 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 & SafetySupport 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.ProcurementAdminister 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 & SkillsEssential Experience:Minimum 2 years in a similar FM roleSupplier/sub-contractor management with performance monitoringKnowledge of FM standards and legislationExperience with stationery, cleaning, and reprographicsCorporate customer service experienceBroad understanding of soft services (mailroom, archiving, pest control, vending)Personal Attributes:Customer-focused, diplomatic, and proactiveApproachable, cheerful, and professionalStrong organisational and multitasking skillsSelf-motivated and committedAble to manage contractors and suppliers effectivelyClear, courteous, and confident communicatorAdaptable and capable of working independently within defined authorityJBRP1_UKTJ