Job Title: Account Coordinator

Location: Reigate, Surrey (full time based on time)

Start Date: Immediate

Contract: Initial 8-week assignment with the potential to become permanent

Purpose of the Role

• Provide day-to-day administrative support to the Operations team across the account.
• Assist with coordination and delivery of operational services and internal processes.
• Support the Account Director with admin tasks, including preparing materials for meetings, managing calendar invites, and keeping contact databases up to date.
• Assist the Senior Operations Manager in maintaining monthly task trackers.
• Respond to internal and customer enquiries professionally and promptly, ensuring a positive and helpful experience every time.
• Build trusted relationships with key stakeholders and contribute to overall account success through proactive operational support.
• Use Concept software to manage tasks and expectations effectively across the account.

Key Responsibilities

• Regularly update the Escalation Matrix, Complaints and Compliments Register, and Change Register.
• Manage meeting invites for soft services contractors and ensure accurate recordkeeping.
• Monitor the FM Operations inbox, categorising and flagging issues as required.
• Track and file checklists and audits completed by contractors.
• Support site audits, update Senior Operations Managers on progress, and report completions.
• Coordinate new starter inductions for the team.
• Prepare presentation materials for weekly, monthly, and quarterly governance meetings.
• Issue internal communications and updates as directed by leadership.
• Maintain and update the site contact directory for the account.
• Provide cover for Operations Managers when Facilities Coordinators are absent.
• Deliver high-quality administrative support that aligns with service standards and business continuity.
• Promote and uphold health, safety, and welfare standards across the workplace.
• Proactively foster a “Safety First” culture, encouraging open discussions around safety.
• Support and promote sustainable working practices.

Experience & Skills

Required:

• Previous experience in a customer-facing role.
• Strong knowledge of routine property compliance checks and proactive in ensuring they are completed.
• Confident communicator with the ability to share findings and recommendations clearly.
• Highly organised and able to manage tasks independently.
• Previous experience in the property or facilities management sector.

Education & Competencies

• Solid understanding of administrative or facilities operations.
• Proficient in Microsoft Office, email, and database management systems.
• Able to work collaboratively to improve processes and enhance customer service.