Facilities Coordinator
Solihull, United Kingdom
1d ago

Job Title : Facilities Coordinator

Location : Solihull

Contract : Permanent Full-Time

Closing Date : 22 / 06 / 21

About Arup :

Arup is a multi disciplinary firm of designers, planners, engineers, consultants and technical specialists, working across every aspect of the built environment.

Together, we help our clients solve their most complex challenges turning exciting ideas into tangible reality as we strive to find a better way and shape a better world.

As a wholly independent organisation, we are owned in trust for the benefit of our employees and their dependants : with no shareholders or external investors we determine our own business priorities and direction.

Our Business and Corporate Services functions provide a fundamental platform of unyielding support, enabling our firm to operate efficiently whilst working with our clients on ambitious projects that will set new industry standards.

About this career opportunity

An exciting opportunity has arisen in our Solihull Campus office for a Facilities Coordinator to work closely with the Senior Facilities Coordinator and Business Service Manager to assist with smooth running of the office which includes front of house, maintenance of the working environment and the services delivered to all those within the office.

This role will also have responsibility for coordinating a number of onsite contractors (i.e. catering and cleaning).

Reporting to the Senior Facilities Coordinator or BSM, the post holder will be in regular contact with all staff at all levels based at the office.

They will need the ability to communicate with a wide range of people, as well as maintaining objective, professional links to Contractors.

In addition, this role will provide support to the Office H&S Officer with any office administration, notices, reporting etc.

Core Responsibilities

  • Assist with the smooth running of the office, front of house, desk bookings, car park, café and cleaning operatives.
  • Take responsibility for the visual standards of the site and ensure that correct / accurate information is displayed in all areas around the office
  • Support the Senior Facilities Coordinator & BSM with annual contractor reviews by attending monthly contractor KPI / SLA meetings.
  • Capture and report the office energy consumption data and enter into the appropriate Arup Management System.
  • Assist in the new starter induction process by conducting weekly new starter office tours (emergency exits etc).
  • Manage stationery and consumable requirements for the office ensuring that cost savings are identified where possible.
  • Act as part of the site emergency team i.e. Fire Marshall as required for emergency control activities
  • Logistical support with any internal office moves.
  • Assist with the provision of PPE.
  • Manage the post and courier service for the office.
  • First point of contact for any meeting room enquiries
  • Assist with the coordination of any onsite events ensuring that all needs are met (catering, room bookings, car park requirements, etc)
  • Support the Senior Office Coordinator with the management of the switchboard and reception team.
  • Additional Responsibilities
  • Provide administrative support to the H&S Officer and ensure that all H&S notices, Fire Warden and First Aider information is kept up to date around the office.
  • Skills & Characteristics

  • Ideally a First Aider and willing to be a Fire Marshall
  • Environmentally aware
  • Health & Safety aware
  • IT literate - be comfortable with multiple forms of technology and IT (VC / TC, Smart Phones, Tablets, etc.)
  • The ability to quickly build a rapport with colleagues and clients
  • Attention to detail
  • Excellent customer service skills
  • Strong organisational and administration skills with an excellent ability to make things happen
  • Experience

  • Previous experience in Facilities or Health and Safety would be great but not essential
  • Excellent knowledge of Microsoft packages


  • The role offers the opportunity to improve your knowledge of Facilities Management as well as Office Health & Safety and develop into a Senior Facilities Coordinator.
  • Rewards and Benefits

    We offer a competitive salary at all levels, and one of the best benefits packages in our sector.

    Core benefits include cover under the UK Healthcare Plan (private medical insurance), Life Assurance, Accident Insurance, and Income Protection (long term disability) cover.

    Core benefits are funded by us and made available to all permanent staff in order to support and safeguard your financial, physical, and mental wellbeing.

    You will also have access to Choice Benefits to help with your work / life balance and financial security.

    In addition, all permanent employees are eligible for the Global Profit Share scheme. Subject to scheme rules employees can receive two Profit Share payments per year, which are dependent on the firm’s financial performance.

    Shape your time with us

    Our goal is to shape a better world. And to do that, we need to make Arup a phenomenal place to work for everyone. If we want to solve problems for people around the world, we must seek and attract the best people from the widest talent pool and create an environment that supports and includes them.

    We aim to encourage a culture where people can be themselves and be valued for their contribution. This includes people with disabilities, so please discuss any adjustments that you may require throughout the selection and assessment process with your recruitment contact.

    At Arup, you’ll be a welcomed member of the team with opportunities to participate in cultural and social events with the local community (e.

    g. as a STEM ambassador) or by joining one of our staff networks for women, culture or LGBT+ people. You’ll have access to a range of flexible working options whether you’re a parent, a carer, a student, or just have a busy lifestyle - we recognise it’s not always easy to commit to standard working hours so if you're interested in flexible working, please let us know when you apply, and we'll discuss how this could work in your role.

    Join us in shaping a better world.

    We are an Equal Employment Opportunity (EEO) employer and welcome all qualified applicants. You will receive fair and impartial consideration without regard to sex, race, religion, national origin, age, sexual orientation, disability, veteran status, genetic data, or other legally protected status.

    We recognise that not all disabilities are visible and will make reasonable adjustments to cater for diverse applicants in the selection and assessment process.

    What happens next?

    If this could be the next step in your journey, please apply online. All applications will be considered, and we will try our very best to respond to you within 72 hours of receiving your application.

    Stay safe online - Arup will never ask for payment or your bank details as part of our recruitment process

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