Facilities Coordinator
CV-LibraryPO6, Vicarage Row, PortsmouthpermanentPosted: 23 June 2026
Apply NowEnsure calls through switchboard are managed with a welcoming, courteous and professional manner, seeking to anticipate their needs where possible.
* Record all switchboard data for the purpose of interrogation of patterns etc.
* Liaise with Landlord post room, to ensure all inward deliveries are received and distributed in a timely fashion.
* Sort & deliver all incoming (internal and external) post to individual desks.
* Record courier and postal servicing cost, split by cost centres
* To log all outgoing goods and incoming goods for tracking purposes. To support with courier requests and invoice queries.
* Liaise with Landlord to ensure overall service to users in the building is maintained.
* Liaise with site contact/client on a regular basis, reporting any issues and concerns in a timely manner to management team.
* Maintain security and safety standards as required, ensuring that visitors are escorted and contractors do not have access to areas without the appropriate authorisation or supervision maintained.
* Maintain break out and kitchen areas (including loading and unloading of dishwashers) when janitorial team not available.
* Ensure cleaning washroom and kitchen area consumables are monitored and replenished throughout the day.
* Undertake daily building walkthroughs and support meeting room checks in accordance with local processes. Ensure all walkthroughs are documented and actions highlighted.
* Participate and proactively manage room and event set up requests
* Carry out monthly workplace inspections.
* Ensure signage and notice boards are always kept neat and tidy.
* Undertake weekly cleaning quality checks and highlight any non-compliance to Serviced Office provider. Ensure all quality checks are documented.
* To log all outgoing goods and incoming goods for tracking purposes. To support with courier requests and invoice queries.
* To manage the centralized stationery stores, including printer paper, and to maintain the additional stationery orders & records
* Maintain a safe and tidy workplace.
* In addition to the above-mentioned tasks, other activities and responsibilities may be individually defined.
* Follow all Health & Safety and Environmental requirements that are defined on work instructions or communicated in training.
* Follow required emergency prevention and operational controls.
* Report all accidents, occupational illnesses and emergencies.
* Managing and communicating the PPM schedule
* Access card management and distribution
* Managing staff lockers (access, assignment and faults).
* Be the point of contact for handovers to evening cleaning teams.
* Apply, execute and maintain function related quality issues
* Record all switchboard data for the purpose of interrogation of patterns etc.
* Liaise with Landlord post room, to ensure all inward deliveries are received and distributed in a timely fashion.
* Sort & deliver all incoming (internal and external) post to individual desks.
* Record courier and postal servicing cost, split by cost centres
* To log all outgoing goods and incoming goods for tracking purposes. To support with courier requests and invoice queries.
* Liaise with Landlord to ensure overall service to users in the building is maintained.
* Liaise with site contact/client on a regular basis, reporting any issues and concerns in a timely manner to management team.
* Maintain security and safety standards as required, ensuring that visitors are escorted and contractors do not have access to areas without the appropriate authorisation or supervision maintained.
* Maintain break out and kitchen areas (including loading and unloading of dishwashers) when janitorial team not available.
* Ensure cleaning washroom and kitchen area consumables are monitored and replenished throughout the day.
* Undertake daily building walkthroughs and support meeting room checks in accordance with local processes. Ensure all walkthroughs are documented and actions highlighted.
* Participate and proactively manage room and event set up requests
* Carry out monthly workplace inspections.
* Ensure signage and notice boards are always kept neat and tidy.
* Undertake weekly cleaning quality checks and highlight any non-compliance to Serviced Office provider. Ensure all quality checks are documented.
* To log all outgoing goods and incoming goods for tracking purposes. To support with courier requests and invoice queries.
* To manage the centralized stationery stores, including printer paper, and to maintain the additional stationery orders & records
* Maintain a safe and tidy workplace.
* In addition to the above-mentioned tasks, other activities and responsibilities may be individually defined.
* Follow all Health & Safety and Environmental requirements that are defined on work instructions or communicated in training.
* Follow required emergency prevention and operational controls.
* Report all accidents, occupational illnesses and emergencies.
* Managing and communicating the PPM schedule
* Access card management and distribution
* Managing staff lockers (access, assignment and faults).
* Be the point of contact for handovers to evening cleaning teams.
* Apply, execute and maintain function related quality issues