Facilities & Events Coordinator

Facilities and Events Coordinator

Professional Summary

A proactive and highly organised Facilities and Events Coordinator responsible for the day-to-day management of workplace facilities, technical building services, health and safety programmes, and Team 17 events. Ensures a safe, compliant, efficient, and engaging work environment through the effective coordination of facilities operations, technical plant maintenance, workplace services, employee engagement activities, and event delivery. Skilled in managing contractors, critical building infrastructure, health and safety compliance, and event logistics to support business continuity and an exceptional workplace experience.

Key Responsibilities

Facilities

• Coordinate the day-to-day operation of workplace facilities and office services.
• Oversee the operation, maintenance, and performance of technical building plant and systems, including HVAC, electrical, mechanical, fire alarm, BMS, generators, UPS, and other critical infrastructure.
• Manage Planned Preventative Maintenance (PPM) programmes and ensure statutory inspections are completed on schedule.
• Support the implementation and ongoing management of Health & Safety policies, procedures, and compliance programmes.
• Conduct workplace inspections, audits, and risk assessments, ensuring corrective actions are implemented.
• Coordinate contractor management activities, including RAMS reviews, permit-to-work processes, and site inductions.
• Investigate incidents, near misses, and hazards, and support corrective and preventative actions.
• Liaise with landlords, contractors, suppliers, and service providers to ensure effective service delivery.
• Monitor contractor performance against agreed service levels and compliance requirements.
• Manage facilities helpdesk requests and ensure timely resolution of building and workplace issues.
• Coordinate workplace services, including cleaning, security, waste management, reception, and catering providers.
• Support office moves, refurbishments, fit-outs, and workplace improvement projects.
• Maintain facilities documentation, asset registers, maintenance records, compliance certificates, and service reports.
• Monitor facilities budgets, purchase orders, and supplier invoices.
• Support emergency preparedness, business continuity planning, and critical incident response.
• Promote a positive workplace experience by maintaining a safe, compliant, and efficient working environment.

Events

• Plan, coordinate, and deliver internal and external corporate events.
• Organise employee engagement activities, wellbeing initiatives, town halls, training sessions, and company celebrations.
• Coordinate meeting room bookings and event space requirements.
• Manage event logistics, including venue setup, seating arrangements, catering, equipment, and audiovisual requirements.
• Liaise with internal stakeholders to understand event objectives and requirements.
• Coordinate communications with attendees, suppliers, speakers, and external partners.
• Source and manage event vendors, venues, and service providers where required.
• Develop event schedules, run sheets, and event delivery plans.
• Manage event budgets and track event-related expenditure.
• Conduct health and safety assessments for events and ensure all required controls are in place.
• Ensure a high-quality attendee experience and professional event execution.
• Support post-event reviews, feedback collection, and continuous improvement initiatives.
• Maintain event records, supplier information, and event documentation.

Qualifications & Experience

• Minimum 3 years' Facilities Management experience within a corporate, commercial, or similar environment.
• Strong practical experience in Health & Safety compliance and workplace risk management.
• Experience managing technical plant and building services infrastructure.
• Experience coordinating workplace events and employee engagement initiatives.
• Knowledge of permit-to-work systems, contractor management, risk assessments, and incident reporting processes.
• Strong understanding of statutory compliance requirements relating to workplace safety and facilities management.
• Experience managing contractors, suppliers, and service providers.
• Proficiency in Microsoft Office Suite and facilities management systems.

Ideal Candidate Profile

An experienced facilities professional with at least three years of facilities management experience, a strong background in health and safety, and sound technical knowledge of building systems. The successful candidate will be capable of managing critical facilities operations, driving workplace safety initiatives, and coordinating engaging employee events while ensuring the workplace remains safe, compliant, efficient, and welcoming.