Facilities Coordinator

We are seeking a proactive and organised Facilities Coordinator to support the smooth day-to-day operation of a busy and diverse estate. The role will be responsible for coordinating facilities activities, supporting contractors and service providers, managing administrative processes, and ensuring a high standard of service is delivered to staff, visitors and stakeholders. The successful candidate will be customer-focused, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

Facilities Helpdesk

• Providing first line Facilities Helpdesk support. Fully manage requests and contractor works within the Facilities Helpdesk and escalate issues where required.
• Organising all planned preventative maintenance and reactive work.
• Updating internal stakeholders on progress of the tasks they have requested.
• Updating Facilities log system ensuring new tasks are added and completed tasks are updated and closed according to procedures.

Facilities Administration

• Requesting all contractor/supplier documentation (including RAMS/Insurance), ensuring accurate storage of information is maintained.
• Carrying out facilities duties, as requested by the Facilities Manager/Head of Facilities & Steward.
• Supporting the Facilities Manager, deputising on occasion as required and within agreed limits.
• Processing and adequately storing service documentation.
• Processing departmental invoices.
• Managing and maintain the Lambeth Palace stationery and first-aid supplies stock.
• Assisting with the continued growth and maintenance of the new asset log at Lambeth Palace.
• Ordering equipment and other items as requested by Facilities Manager/Head of Facilities & Steward.
• Liaising and accompany contractors while onsite.

Health and Safety

• Ensuring all staff are included within the Church of England H&S portal.
• Updating all compliance information and paperwork on to the H&S portal.
• Checking and maintain first-aid kits ensuring restocking.
• Ensuring fire alarm systems are tested and properly recorded weekly.
• Conducting H&S inductions to new starters when required.

Maintenance, Routine Tasks and Porterage

• Maintaining routine daily check of Lambeth Palace Estate. Record and manage issues on the Facilities Helpdesk log system.
• Carrying out some porterage and deliveries within the Estate and Church House as requested by the Facilities Manager/Head of Facilities & Steward.
• Carrying out routine safety checks as directed by the Facilities Manager/Head of Facilities & Steward
• Acting as a Facilities duty manager during out of hours events when required.
• Carrying out minor repairs when required.

The main duties and responsibilities of your post are outlined in your job description. This list is not exhaustive and is intended to reflect your main tasks and areas of work. Changes may occur over time and you will be expected to agree any reasonable changes to your job description that are commensurate with your banding and in line with the general nature of your post. You will be consulted about any changes to your job description before these are implemented.

A comprehensive and supportive induction programme will be put in place for the post holder to ensure that they have all the information, access and contacts required to quickly acclimatise and excel in this role.

This role will be office-based, with the expectation that the post-holder is present on site to support the day-to-day delivery of facilities services across the estate.

All staff working at Lambeth Palace share responsibility to promote and maintain a strong safeguarding culture with regard to children and vulnerable adults, including identifying the key actions they should take given their role and responsibilities.

Essential

Skills/Aptitudes:

• Highly organised and efficient; able to prioritise within multiple projects.
• Ability to work well within a small team, as well as within a wider team environment.
• Good numerical skills and IT Skills, in particular the Microsoft Office package.
• Good interpersonal skills.
• Emotionally intelligent and resilient.
• Confidence dealing with all stakeholder levels.

Knowledge/Experience:

• Experience in working safely with contractors.
• Experience of dealing well with a variety of stakeholders.

Personal Attributes:

• Ability to work efficiently in a busy and demanding environment.
• Friendly and customer focused.
• Maintain a clean & smart appearance.
• Reliable and proactive.
• Tactful, respectful and able to adapt to a wide variety of situations.

• Able to maintain a high degree of confidentiality and discretion.

Education:

• Educated to GCSE standard or equivalent.
• IOSH Managing safely or willingness to undertake training.