Full job descriptionFacilities Management Coordinator – 12 Month Fixed-Term Contract

Salary: £36,000
Location: The Cube, London East, Dagenham
Contract: 12 Month Fixed-Term, Full-Time


What we are looking for:
We are seeking an experienced Facilities Management Coordinator to join our team on a 12-month fixed-term contract, supporting the day-to-day operation and coordination of our multi-tenanted estate.
Reporting to the Head of Assets & Estate, you will play a key role in managing the facilities helpdesk, coordinating service requests and contractors, supporting soft services and maintaining accurate facilities and compliance records.
You will act as an important point of contact for tenants and occupiers, working closely with our Technical Services Manager, contractors and wider estate team to ensure facilities services are responsive, well organised and delivered to a high standard.
This is a varied role suited to someone with experience in facilities coordination, property administration or commercial property operations who is highly organised, customer-focused and comfortable managing multiple requests and priorities.


Key Responsibilities:
*Manage the day-to-day operation of the facilities helpdesk, ensuring requests are accurately logged, prioritised, allocated and tracked through to completion.
*Raise and update service requests and follow-on actions using relevant CAFM, helpdesk, property or facilities management systems.
*Provide tenants, occupiers and colleagues with clear and timely updates on facilities requests and outstanding issues.
*Act as a key point of contact for day-to-day tenant and occupier facilities enquiries.
*Coordinate soft services across the estate, including cleaning, grounds maintenance, pest control, waste-related liaison and other facilities support services.
*Monitor estate presentation, common areas, front-of-house areas and shared facilities, escalating issues where required.
*Coordinate contractor attendance, including scheduling visits, arranging access and liaising with relevant site teams.
*Monitor service delivery and identify recurring issues, delays, service failures or areas requiring escalation.
*Support tenant and occupier communications relating to planned activity, facilities services and operational matters.
*Support the coordination of room bookings, on-site events and filming-related activities, ensuring access and operational requirements are appropriately managed.
*Maintain accurate records of service requests, contractor attendance, occupier communications and follow-up actions.
*Support compliance administration, including maintaining records, tracking certificates, scheduling statutory service visits and monitoring outstanding actions.
*Assist with compliance evidence, audit preparation and inspection records.
*Support lease and occupier administration, maintaining tenant information, correspondence and key documentation.
*Work closely with the Technical Services Manager and other site teams to coordinate planned facilities activity and operational issues.


Essential Skills, Qualifications & Experience:
*At least 5 years’ experience within facilities coordination, property administration, customer service, front-of-house support, commercial property support or a similar environment.
*A relevant qualification in Facilities Management, such as IWFM Level 2 or Level 3, business administration, property management, customer service or a related discipline.
*Experience coordinating facilities service requests, contractor activity, soft services or helpdesk activity within a property, estates or facilities environment.
*Experience using CAFM, helpdesk, property management or lease management systems.
*Good understanding of soft services operations, including areas such as cleaning, grounds maintenance and pest control.
*Awareness of compliance administration, certification, statutory service visits, record keeping and follow-up actions.
*Experience dealing professionally with tenants, occupiers, contractors and service partners.
*Strong organisational skills with the ability to manage multiple requests, competing priorities and follow-up actions.
*Strong attention to detail, particularly when maintaining records, updating systems and managing correspondence.
*Good working knowledge of Microsoft Office applications and digital systems.
*Basic understanding of Health & Safety, compliance administration and safe working practices within a facilities or property environment.
*Strong communication and interpersonal skills.
*A professional, proactive and customer-focused approach.
*Ability to recognise when issues require escalation and communicate risks, delays or service concerns clearly.


Desirable:
*Training in areas such as customer service, Health & Safety, contractor coordination, manual handling, fire safety awareness or asbestos awareness.
*Understanding of lease administration, contractor coordination, room booking and event support or service contract management
*Previous experience working within a multi-tenanted commercial estate.


Working Arrangements:
Contract: 12-month fixed-term contract directly with BD Group.
Salary: £36,000
Location: The Cube, London East, Dagenham.
Hours: Full-time.
Reporting to: Head of Assets & Estate.


About Us:
BD Group is a facilities services company providing a range of services for public and private sector clients across London and the Southeast, with aspirations to broaden our geographies over time.
Our mission is to help communities live, work and grow to fulfil their potential through the delivery of safe, high-quality services based on our unique understanding of local needs.


To Apply:
If you are keen to be considered for this opportunity to join our team, please click ’Apply’ below to submit your CV and outline your relevant skills, qualifications and experience via the application form.
Applications will be reviewed on a rolling basis, so if you are interested in the role, please apply as soon as possible and do not wait until the closing date.