Facilities Coordinator

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Role Overview The Facilities Coordinator supports the smooth day-to-day running of all sites used by The Listening Place (TLP). This hands-on, practical role involves coordinating maintenance, basic health & safety compliance, and supplier relationships across multiple TLP locations. The post-holder will work closely with Centre Managers and the Head of Operations and Finance to ensure that all buildings are safe, well-maintained, and equipped for volunteers and staff to deliver our vital services. The role requires regular travel between sites and occasional out-of-hours availability for urgent incidents.
Key Responsibilities:
Facilities Management: • Act as the first point of contact for facilities related issues across all TLP sites, ensuring timely and practical resolution. • Work closely with Centre Managers to ensure each site operates effectively and comfortably. • Organise and oversee general maintenance, repairs, renewals, and improvement works. • Help obtain and review quotes from contractors, tradespeople, and suppliers, ensuring value for money and quality. • Ensure appropriate furnishings, office equipment, and supplies are available at all sites and remote work locations. • Manage relationships and contracts with external service providers (e.g. cleaners, utilities, insurers, waste management). • Maintain oversight of security and access arrangements (keys, fobs, alarm systems).
IT, Communications & Utilities: • Act as the primary liaison for external IT support providers, telecoms and internet suppliers. • Support day-to-day troubleshooting by working with providers to resolve outages or access issues. • Maintain up-to-date records of contracts and support arrangements.
Health, Safety & Compliance • Coordinate facilities-related health and safety compliance, including fire safety and general building safety. • Organise and monitor statutory and routine inspections, including: - Portable Appliance Testing (PAT) - Fire and intruder alarm servicing and testing - Emergency lighting checks - Fire extinguisher servicing - Legionella risk assessments and monitoring • Carry out regular site walkthroughs and risk assessments. • Ensure all corrective actions are tracked and followed up.
Facilities Systems and Support: Define, implement, and maintain systems for issue and problem management, contract management, and asset management to support effective facilities operations.
Administrative Support: • Maintain accurate records of maintenance activity, supplier contracts, inspections, and compliance logs. • Assist in coordinating moves, site set-ups, or closures where necessary.
Additional Support: • Regular travel between TLP sites is required. • Availability for out-of-hours support for urgent facilities incidents, including evenings and weekends.
Person Specification: Essential: • Experience coordinating facilities or site support across multiple locations. • Experience managing conflicting priorities and communicating with stakeholders across centres. • Confident communicator, able to liaise with internal staff, contractors, and suppliers. • Organised and practical, with good attention to detail. • Good understanding of health & safety and compliance requirements. • Proficiency in managing contracts, negotiating quotes, and tracking budgets related to premises. • Experience establishing and managing service level agreements (SLAs). • Good teamwork ethic, able to build and maintain working relationships with colleagues, volunteers, and external contractors.
Desirable: • IOSH or NEBOSH certification (or interest in working towards one). • Familiarity with charity or not-for-profit environments. • Experience managing IT or telecoms service contracts. • An interest in improving the environmental sustainability of our services.
To apply please submit a CV and Cover Letter by 28th July. All successful applicants will be contacted on 29th and 30th July with interviews scheduled for the 5th & 6th August with an immediate desired start date.
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Location:
Greater London

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