Facilities Operations Support Coordinator

We are seeking a highly organised and detail-focused Facilities Operations Support Coordinator to join our team in Belfast. The successful candidate will be responsible for providing effective administrative, operational, workforce, procurement, and customer support across the facilities management business.

The main focus of the role will be supporting Soft Services Managers and Operations Managers with day-to-day operational coordination, including Timegate administration, raising purchase orders, ordering uniforms, ordering cleaning materials, maintaining stock levels, supporting contract mobilisation and demobilisation, payroll support, employee records, compliance documentation, and general operational administration.

The role will also provide support to the hard services function and Mobile Maintenance Team where required, including Corrigo administration, work order coordination, scheduling support, and related documentation. This element is expected to account for up to 30% of the role.

Key responsibilities include:

• Providing day-to-day administrative and operational support to Soft Services Managers, Operations Managers, supervisors, and site teams
• Supporting the smooth running of cleaning and soft services contracts through effective administration, communication, and coordination
• Assisting with contract mobilisation and demobilisation activity, including administration, employee documentation, ordering requirements, system updates, and operational readiness
• Maintaining accurate contract, customer, employee, and operational records
• Supporting service changes, contract variations, and operational transitions as required
• Producing reports, spreadsheets, and management information to support operational reviews and contract performance
• Raising purchase orders for cleaning materials, uniforms, consumables, subcontractor works, and other operational requirements in line with company procedures
• Tracking purchase orders, deliveries, and supplier updates to ensure goods and services are received on time
• Supporting invoice queries and ensuring purchase order and invoicing documentation is accurate
• Liaising with suppliers, subcontractors, managers, and internal teams regarding orders, deliveries, pricing, and required documentation
• Maintaining clear and accurate records of procurement activity
• Ordering cleaning materials, consumables, and operational supplies to support contract requirements
• Monitoring and maintaining stock levels across contracts, ensuring minimum stock levels are in place where required
• Supporting managers and site teams with stock queries, shortages, and replenishment requirements
• Ordering and maintaining uniform stock for employees and operational teams
• Tracking uniform requests, issues, and deliveries to ensure employees have the correct uniform and PPE where applicable
• Working with managers to ensure stock control processes are efficient, cost-effective, and aligned to operational needs
• Maintaining employee records and personnel documentation where required
• Supporting recruitment administration, onboarding paperwork, employee set-up, and starter documentation
• Assisting with Right to Work checks and associated compliance documentation in line with legal requirements
• Coordinating new employee induction paperwork and ensuring required documentation is completed before employees commence work
• Maintaining workforce information within Timegate or other relevant systems
• Supporting managers with employee time and attendance administration
• Preparing, checking, and submitting payroll information accurately and within agreed deadlines
• Investigating and resolving payroll, Timegate, and employee record queries in conjunction with managers and Payroll
• Maintaining training, certification, and compliance records where required
• Acting as a point of contact for customer, client, and internal enquiries relating to facilities operations
• Responding to incoming telephone calls and email enquiries professionally and promptly
• Logging, monitoring, and following up on customer enquiries, complaints, and service requests
• Escalating queries to the relevant manager where required
• Maintaining professional communication with clients, suppliers, subcontractors, employees, and internal teams
• Maintaining compliance documentation and operational records in line with company requirements
• Supporting internal audits, inspections, and contract compliance activity
• Assisting with the administration of Health & Safety documentation
• Ensuring employee records, training records, Right to Work documentation, and other compliance information are accurate and up to date
• Maintaining electronic and paper filing systems in line with company standards
• Supporting document control for operational and contract-related documentation
• Providing administrative support to the Mobile Maintenance Manager and Mobile Maintenance Team where required
• Supporting the management of Corrigo or other CMMS platforms, ensuring work order information is accurate and up to date
• Logging, tracking, and coordinating reactive work orders where required
• Assisting with the allocation of tasks to Mobile Maintenance Team engineers or approved subcontractors
• Supporting the distribution and tracking of Planned Preventative Maintenance tasks
• Scheduling works with clients where site access is required for planned visits or reactive callouts
• Supporting the preparation of weekly schedules and reports for review with the Mobile Maintenance Manager
• Assisting with RAMS document control from engineers and subcontractors, ensuring timely submission where required

The salary for this role is £32,000 - £34,000 per annum.

Benefits include:

• 24/7 GP: Both you and your immediate family can speak to a UK-based GP from the comfort of your own home
• Mental Health support and Life Event Counseling
• Get Fit Programme
• Financial and legal support
• Cycle to work scheme
• Access Perks at Work, our innovative employee app where you can find: Perks: discounts, gift cards, cashback, and exclusive offers; Life: Search for resources and tools on topics ranging from family and life to health, money, and work; Support: Online chat or telephone service for urgent support in a crisis