WHAT DOES A FACILITY COORDINATOR DO?
Updated: Jun 13, 2025 - The Facility Coordinator ensures seamless operations at the office reception, professionally greeting visitors, operating switchboards, and managing security records via Condeco software. Coordinates meeting room bookings and catering, handles mail, and assists with courier services to maintain office efficiency. Acted as the primary contact for client representatives and staff, deputizing for the assistant facilities manager to uphold service excellence.
A Review of Professional Skills and Functions for Facility Coordinator
1. Facility Coordinator Duties
- Infrastructure Management: Manage the core infrastructure of the build for Canopius’ floors at 22B, including but not restricted to BMS headend monitoring/management and premises repairs/improvements.
- Facilities Coordination: Manage office repair/improvement works, ensuring done in a timely manner and within set budget parameters.
- Stakeholder Engagement: Work with and alongside 22B building management team (JLL), attending regular meetings to ensure all services are being provided to a high standard in addition to understanding any upcoming works and coordinating with internal teams.
- Compliance Assurance: Ensure all building-related statutory compliance requirements are met and reported to the building management team (JLL) accurately and on time, including regulations associated with fire risk.
- Security Management: Manage the Genetec security access and CCTV system.
- Lease Administration: Lease management working with the Head of Premises ensure that lease requirements are met (e.g. legal and /or financial terms) for all properties within the group and assist with the lease renewal process as and when the situation occurs.
- Technical Review: Review the Operation and Maintenance (O&M) manual for the 22B office fit, understanding the technical specifications to support maintenance and repair.
- Vendor Management: Manage third-party Facilities provider overseeing maintenance and servicing, e.g. FCUs, sprinkler heads and fire alarm systems.
- Regional Support: Support regional and international offices with any facilities or premises-related queries
- Supplier Coordination: Select and manage all relevant third-party suppliers, ensuring all agreed service levels are met.
- Office Planning: Co-ordinate any office layout changes to suit business needs, liaising with relevant internal teams and ensuring the Activity working environment is not compromised.
- Team Collaboration: Work closely with department heads to ensure the office meets requirements for growing teams, meeting all functional requirements.
- Project Assistance: Assist Head of Premises in all project-based work.
2. Facility Coordinator Details
- Visitor Reception: Receiving and welcoming all visitors and clients to office reception in a professional manner.
- Switchboard Operation: Operating the telephone switchboard, ensuring that all telephone calls are answered in a professional and timely manner.
- Security Management: Recording all visitors to the office in line with the global security policy and Condeco software, and managing the access cards and relevant administration.
- Mail Handling: Sorting incoming mail, ensuring outgoing mail is collected, and arranging courier collections/deliveries where required, and assisting the reception.
- Meeting Coordination: Coordinating onsite meeting room bookings and any associated catering requests for clients.
- Supply Management: Ensuring that provision of water supplies and catering consumables are always available in coordination with the hospitality staff.
- Document Preparation: Printing and binding materials for meetings or employees.
- Client Support: Supporting the assistant facilities manager and Mace as the first point of contact for the client representative and staff in Frankfurt.
- Managerial Support: Deputising in the absence of the assistant facilities manager and dealing with client issues on a day-to-day basis.
- Meeting Participation: Attending various contractor/supplier/team meetings, accompanying the assistant facilities manager or acting as a substitute to maintain full commitment to service excellence.
3. Facility Coordinator Responsibilities
- Contractor Supervision: Overseeing all out-of-hours contractor works as and when required, ensuring correct protocol and authority to work are in place and assistance to ensure a high level of service is maintained.
- Asset Management: Managing asset listing, lifecycle documents, critical spares, and snagging where applicable.
- Quality Assurance: Ensuring that the standard of cleaning onsite is delivered to the highest standard.
- Maintenance Management: Managing planned preventative and reactive maintenance with sub-contractors for the site to ensure the service provided is in line with full statutory compliance.
- Compliance Understanding: Understanding statutory compliance and required risk assessments under local legislation and ensuring that risk assessment and method statements are in place for all scheduled maintenance activities.
- Emergency Support: Providing assistance and attending all business-critical reactive call-outs on site as applicable.
- Reporting Contribution: Contributing to the provision of reports and information as requested for Mace and corporate properties.
- Meeting Participation: Attending and contributing to relevant conference/update calls.
- Safety Inspections: Conducting and committing to timely and regular workplace and safety inspections in line with Mace's quality, health, safety, and environment requirements.
4. Facility Coordinator Accountabilities
- Client Coordination: Key contact for all internal and external client requests, handle promptly and deliver a high level of customer service to employees in facilities.
- Data Management: Input and maintain electronic records system for building equipment new installations, repairs, PM.
- Contact Management: Develop and maintain contact list for internal contacts and 3rd party suppliers.
- Help Desk Oversight: Responsible for the daily management of help desk requests including orientation, receipt, vendor allocation, supply requests, and timely closeout.
- Supplier Supervision: Assist in management of 3rd party suppliers while onsite, including building access and inspection of work if applicable.
- Vendor Coordination: Contact 3rd parties to ensure receipt of purchase orders and work with Chief Engineer to coordinate and schedule jobs with all parties (internal and external).
- Calendar Management: Develop/maintain site calendars for 3rd party work requests as well as internal Preventative Maintenance responsibilities.
- Space Planning Support: Support space planning projects and use Move Tickets and Project Tracker to update floor plans biweekly.
- Facilitator Role: Facilitate communication between other Facility coordinators, CAD administrators, and internal team members.
- Move Coordination: Define the role in the employee move process and work with required departments to ensure a successful, timely move.
- Systems Management Assistance: Assist with building systems management and EHS procedures to be followed: Safety Management, Roof Access Log, Hot Work Permit, Red Tag, Building Automatic Controls Systems.
- Logistical Support: Assist as needed with shipping needs, scope of work for repairs, and ordering suppliers and materials.
- Facility Inspection: Review building for maintenance of housekeeping, landscaping, and needed repair services.
5. Facility Coordinator Functions
- Employee Transition: Onboarding/offboarding tickets for VMware employees.
- Record Keeping: Maintain records of transactions and use of equipment and services.
- Team Leadership: Provide work direction and guidance to FF&E-related personnel such as vendors or contractors.
- Quality Inspection: Inspect shipments of materials, equipment, and supplies received to ensure compliance with purchase order specifications.
- Inventory Monitoring: Identify and report low supplies, damages, and other discrepancies.
- Event Support: Support the Move Management vendors with ad hoc services related to event setups.
- Administrative Assistance: Supporting the Planning Services team with general administrative tasks.
- Quality Assurance: Quality checks of task/project/initiatives performed.
- Signage Management: Temporary signage development and placement.
- Transport Coordination: Transportation administration support.
- Communication Support: Assist with email alias responses.
- Ticket Management: Respond to and work through HelpNow tickets.
- Customer Service: Respond to customer requests.