Facilities Coordinator Part Time, London

Job Title: Facilities Co-ordinator

Hours: 20Hrs per Week

Contract Type: 12 Month Fixed Term Contract

Salary: Up to £17,150.00 Depending on Experience

Reports to: Director Risk, Compliance & Central Operations

Office location: Lombard Street, London

Trading Division/Group Function: Central Operations

Role overview

The purpose of this role is to lead and take responsibility for the Facilities function for their portfolio, including the day to day management of outsourced contracts and all aspects of facilities management. This includes responsibility for working closely with the Regional Facilities Manager and Facilities Co-ordinators in the region.

This role includes overseeing the outsourced contractors and service contracts covering the facilities offering to the business, working with the Facilities contract management team. Continually monitoring and reviewing the services offered by the various service providers and business partners. The incumbent will also liaise with Real Estate and Concierge teams.

In addition, the role is responsible for relationship management, inter alia liaising with Building Management/Landlord in each building regarding such issues as service charge, relationships with other tenants, working with the account management of the outsourced contracts and communication within the wider key business operations.


  • Develop key relationships and maintain across the support functions and building strong communication links and relationships internally and externally
  • Manage all compliance and issues in relation to Facilities ensuring appropriate compliance with legislation, code of practice, directives and regulations
  • Ensure that the maintenance programme of key building components is carried out effectively to prolong the life cycle of the building and to reduce future risk/cost to employees/the Firm
  • Act as the main point of contact for all FM and associated H&S matters and escalate as appropriate
  • Develop and promote the Facilities department within the organisation to improve service delivery internally and solicit/disseminate feedback as appropriate to enhance customer perception of FM Service Delivery ensuring any required changes are implemented as and when authorised
  • Monitor Service Level Agreements and Key Performance Indicators for each of the outsourced contracts. Managing issues with suppliers at a local level and escalating breaches to Regional Facilities Manager and Facilities contracts team
  • Maintain site plans, records and log books as appropriate
  • Deliver minor projects related to internal churn, space management, energy and waste management and M&E / infrastructure works
  • Inspect all sites within your area on a regular basis to identify any maintenance or cleanliness / aesthetic issues and H&S issues, generally ensuring sites are kept neat and tidy and safe
  • Issue access control cards and monitor operation of all electronic security systems
  • Act as a key holder for all sites within your area
  • Respond to all queries received through the helpdesk and issue work orders as appropriate, logging performance against defined internal and external response levels
  • Carry out general administrative duties such as purchasing, processing invoices and managing telephone and email communications
  • Create and maintain records of purchase orders issued, match invoices to approve for payment
  • Build and develop relationships with all suppliers, service providers and all staff supported, especially cultivating key points of contact
  • Ensure that the Company’s Disaster Recovery/Business Continuity Plans are implemented and maintained within the identified FM remit and that you fully understand FM’s responsibilities within the CDR/BCP
  • In the event of an emergency, be contactable outside normal hours and possibly travel to site
  • Ensure that the Company’s Health & Safety policy is upheld
  • Ensure that satisfactory fire safety and first aid arrangements and appropriate training are in place and that staff are made aware of the appropriate procedures and that these procedures are tested on a regular basis
  • Co-ordinate all H&S requirements including permits to work, method statements, risk assessments, DSE and work station assessments, fire drills and other general H&S audits to ensure compliance with relevant internal and H&S legislation
  • Provide support to the Regional FMs and wider Facilities team on any projects, report on key areas on a regular basis and escalate any serious issues immediately
  • Ad hoc tasks as requested by management

Key Competencies/qualifications

  • Ability to communicate effectively, both internally and externally at all levels with good interpersonal skills with excellent verbal and written communications
  • IT literate with a good knowledge of Microsoft Office
  • Strong organisational skills
  • Pro-active can do attitude
  • Self-motivated
  • Ability to multi task, work under own initiative and remain customer focused whilst under pressure
  • Ability to work well under pressure and to meet deadlines
  • Flexible approach to responsibilities and remit in a change environment
  • High level of professionalism, trust and integrity
  • Basic knowledge of H&S regulations and requirements
  • Professional presentation and telephone manner


Must have a full driving license and be eligible to live and work in the UK


  • A Health & Safety qualification (e.g.. Nebosh)
  • BIFM accreditation
  • Fire warden trained
  • First Aid trained
  • Prince 2
  • Experience of office churns/relocations

Eligibility to work in the UK Essential

Competitive Benefits Package

Company Information

Established in 1974 Stackhouse Poland has grown significantly achieving significant success in delivering the highest quality insurance advice and service. The company organises its client service and support by trading division in order to ensure appropriate and tailored service and product to meet the needs of its customers.  The trading divisions comprise Commercial & Community, Private Clients, Healthcare & Protection, Real Estate and a number of specialisms including Lloyds, Medical Malpractice, Yacht and International business. Stackhouse Poland is now part of Gallagher, a global leader in insurance, risk management and consulting services. Gallagher prides itself in helping businesses grow, communities thrive and people prosper. All employees of Gallagher live a culture defined by The Gallagher Way, our set of shared values and guiding tenets. A culture driven by our people, over 30,000 strong, serving our clients with customised solutions that will protect them and fuel their futures.

Our employing entity, Arthur J. Gallagher Services (UK) Limited, is proud to be accredited as a Living Wage employer with the Living Wage Foundation. Gallagher is committed to diversity of opportunity for all and is opposed to any form of less favourable treatment on the grounds of gender or gender identity, marital status, civil partnership status, parental status, race, ethnicity, colour, nationality, disability, sexual orientation, religion/ belief, age and those with caring responsibilities.

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