Facilities & Office Coordinator

Facilities & Office Coordinator

Location: Guildford, UK

Department: Delivery / HR

Employment Type: Full-time

About the Role

We are seeking a proactive and organised Office and Facilities Coordinator to manage the day-to-day running of our office environment. This is a hands-on, varied role with responsibility for office administration, facilities, health & safety, suppliers, logistics and workplace support.

You will be a key point of contact for the practical aspects of the office, working with landlords, contractors, suppliers, IT partners and internal teams to ensure the workplace is safe, well maintained, fully operational and welcoming.

The ideal candidate will be organised, reliable and solutions-focused, with excellent attention to detail. You’ll also be approachable and confident working with people, with the ability to build good relationships and take ownership of tasks from start to finish.

Key Responsibilities

·      Act as the main point of contact for day-to-day office queries and requests from staff, escalating where appropriate.

·      Coordinate routine office and premises upkeep, including cleaning, repairs, deliveries and general maintenance.

·      Liaise with landlords, contractors and third-party suppliers to ensure services are delivered as expected.

·      Manage office supplies, stationery and equipment ordering, ensuring the office is well stocked and organised.

·      Support workplace health & safety requirements, including fire safety, first aid, inspections and visitor sign-in procedures.

·      Organise and maintain records for PAT testing, water testing, fire drills and other compliance checks.

·      Assist with meeting room bookings, visitor hosting and the general presentation of the office.

·      Maintain accurate records and documentation, ensuring issues are logged and followed up through to completion.

Office Operations & Administration

• Manage office supplies, post, deliveries, access, keys and passes.
• Coordinate cleaning and general office services, ensuring the workplace remains organised, efficient and welcoming.
• Provide general administrative support across workplace and facilities activities.

Post & Shipping

• Coordinate all domestic and international courier services and shipments.
• Ensure deliveries are managed efficiently and arrive safely and on time.

Suppliers & Procurement

• Manage day-to-day relationships with office and facilities suppliers.
• Raise orders, process invoices and monitor supplier performance, costs and service levels.

IT & Equipment Coordination

• Liaise with IT providers on workplace and equipment requirements.
• Prepare desks, equipment and system access for new starters.
• Maintain accurate equipment records and support employees with IT-related queries.

Workplace & Visitor Support

• Support customer and external visits, meetings and office events, including summer and Christmas events.
• Respond promptly and professionally to day-to-day workplace requests.
• Help ensure the office is welcoming, professional and fully operational.

About You

You will be:

• Highly organised, reliable and detail-focused.
• Proactive and solutions-focused, with a practical, hands-on approach.
• Friendly, approachable and confident dealing with people at all levels.
• A strong communicator, comfortable working with colleagues, suppliers, contractors and service providers.
• Able to manage multiple priorities, work independently and stay calm under pressure.
• A team player who takes ownership and follows tasks through to completion.
• Professional and service-oriented, with a genuine focus on creating a positive workplace experience.

Experience

Previous experience in office and facilities coordination, administration, workplace support or a similar role.

Experience working with suppliers, contractors and external service providers, and coordinating general office services, maintenance and repairs.

A good understanding of workplace health & safety and compliance requirements.

Experience coordinating IT equipment and new starter setups is advantageous.