Purpose of the Role

The Property Coordinator is responsible for supporting the day-to-day delivery of facilities services, ensuring the safe, compliant, and efficient operation of the 20 Fenchurch.

The role acts as a central point of contact for all facilities requests, coordinating maintenance, managing contractors, administering permits, and maintaining high standards across plantrooms, show areas, and workplace environments.

This position combines helpdesk coordination, compliance administration, and hands-on site support, ensuring service delivery aligns with operational, safety, and client standards.

Key Responsibilities

1. Helpdesk & Work Order Management

· Act as first point of contact for all FM-related queries on the 20 Fenchurch Street estates (phone, email, CAFM system)

· Log, prioritise, and allocate work orders via CAFM/Helpdesk systems

· Monitor and lead on progress of reactive and planned works to meet SLA/KPI targets

· Provide updates to stakeholders and ensure timely closure of tasks

· Maintain accurate records of maintenance activities and service reports

2. Facilities Coordination & Contractor Management

· Coordinate planned preventative maintenance (PPM) and reactive works

· Liaise with contractors, suppliers, and service providers

· Ensure contractors follow site procedures (RAMS, permits, sign-in/out)

· Track contractor performance and escalate issues where required

· Support minor works, projects, and office moves/adds/changes

3. Permit-to-Work (PTW) & Compliance

· Review and approve Permits to Work (PTW), including:

o Hot works

o Electrical isolation

o Working at height

o Confined space entry

· Verify Risk Assessments & Method Statements (RAMS) prior to work

· Ensure compliance with:

o Health & Safety legislation

o Company policies (e.g. COSHH, RAMS, PPE requirements)

· Maintain permit records and audit trail documentation

· Support statutory compliance reporting and documentation control

4. Customer Relationships

· Act as a key site-level contact for customers, supporting day-to-day operational queries and requests.

· Build and maintain positive working relationships with all customers.

· Encourage customer engagement, gather feedback, and support customer-focused initiatives.

· Assist with tracking actions and providing progress updates at customer meetings.

· Develop an understanding of customer needs and priorities to support a positive workplace experience.
5. Showroom Standards

· Support the maintenance of high presentation standards across showroom, front-of-house, and customer-facing areas.

· Monitor cleanliness, organisation, and general appearance, escalating any issues to the relevant service partner.

· Report and follow up on defects to ensure they are addressed promptly.

· Support the overall workplace experience and client perception by ensuring shared and customer-facing spaces remain well presented.

· Assist with regular inspections and walkthroughs to identify areas requiring attention.

6. General Administration

· Maintain accurate FM documentation including:

o Asset registers

o Compliance records

o Service reports and certificates

· Process purchase orders, invoices, and supplier documentation

· Maintain contractor records (insurance, compliance documentation)

· Support reporting (monthly reports, KPIs, audits)

· Assist the Property Management Team with budgeting and tracking spend

7. Health, Safety & Compliance

· Promote a strong safety culture across the site

· Ensure all activities comply with statutory regulations and internal procedures

· Support incident reporting and investigation processes

· Participate in audits and compliance inspections

· Ensure workplace meets required environmental and safety standards

Note

This is not an exhaustive list of duties, and the postholder may be required to undertake other tasks as reasonably required in line with the evolving needs of the role and organisation.

Skills, Knowledge and Experience

This is a client and customer facing role and the Property Coordinator will need to be a strong communicator.

Essential

· Experience in an administration, facilities management, helpdesk, property management, or building services role.

· Proficient in Microsoft Office, including Word, Excel, PowerPoint and Outlook.

· Strong administrative, organisational and time management skills.

· Experience using CAFM/helpdesk systems, or the ability to learn new systems quickly.

· Good understanding of Health & Safety requirements.

· Awareness of permit-to-work processes, contractor control, and building services.

· Strong written and verbal communication skills.

· Excellent customer service skills, with a professional, helpful and polite approach.

· Ability to build positive working relationships with customers, contractors and internal teams.

· Able to take accurate and comprehensive meeting minutes.

· Able to handle confidential information appropriately.

· Able to prioritise workload, multitask, meet deadlines and remain calm under pressure.

· High attention to detail, with a careful and conscientious approach.

· Reliable, well presented, proactive and willing to learn.

Desirable

· IOSH Managing Safely, NEBOSH, or equivalent Health & Safety qualification.

· Experience working within a facilities management or property management environment.

· Experience in a large commercial property, corporate environment, or front-of-house management setting.

· Knowledge of statutory compliance, planned maintenance and audit requirements.

· Experience supporting audits, inspections or compliance activities.

· Experience with permit-to-work systems, contractor coordination and helpdesk procedures.

· Data input and reporting experience.

· Confidence dealing with senior stakeholders and customers.

Key Behaviours

· Customer-focused and professional.

· Friendly, approachable and helpful.

· Proactive and detail-oriented.

· Strong problem-solving ability.

· Calm and resilient under pressure.

· Strong team player with the ability to work independently.

· Keen to undertake training and support ongoing career development.

Working Hours - 40 hrs per week 08:00 – 17:00

Salary - £38,000 - £40,000

#LI-DNI

Please see our Benefits Booklet for more information.