Facilities Operations Coordinator

About the Role

The Facilities Operations Coordinator role is based at Regent Street, London, working full‑time on site Monday to Friday. The position supports the Contract Manager in overseeing the Service Delivery Team for The Crown Estate, handling both planned and reactive maintenance activities. It ensures compliance with BGIS Safe Systems of Work by issuing permits and managing isolations and integrations to meet site standards. The coordinator schedules and monitors preventive maintenance, manages subcontractor relationships, and provides comprehensive administrative support, including quote processing and meeting coordination. They also maintain risk registers, training records, and the permit system while collaborating with engineering leads and the Systems Administrator to evolve the CAFM platform. Performance data for maintenance tasks are compiled to inform continuous improvement. • Schedule and ensure completion of all subcontracted PPMs, coordinating with site management on variations. • Obtain RAMS, arrange permits, manage subcontractor remedial works and related documentation. • Support supervisor with subcontractor logbooks, ensuring they are populated and reviewed. • Take meeting minutes, organise meeting rooms and follow up on action points. • Provide administrative support for quotes under £1k and book visits once approved. • Manage RiskWise actions and inspections. • Maintain the Training Matrix and conduct Toolbox Talks. • Oversee the permit and isolations/integrations system, liaising with engineering leads to mitigate risks. • Collaborate with the Systems Administrator to develop the CAFM system as site needs evolve. • Produce performance statistics for PPMs, reactive tasks and remedials. • Support Elogbooks CAFM development by verifying asset data, aligning maintenance requirements and creating building‑specific task regimes.

Key Responsibilities

• ▸ppm scheduling
• ▸subcontractor management
• ▸permit management
• ▸cafm development
• ▸risk management
• ▸performance reporting

What You Bring

The ideal candidate demonstrates meticulous attention to detail, strong communication and analytical abilities, and a proactive, customer‑focused approach. They are adaptable, collaborative, and capable of influencing stakeholders while understanding organisational and political sensitivities. A solid educational foundation in English and basic maths, relevant experience, and CAFM system knowledge are required. BGIS is committed to diversity and inclusion, ensuring equal opportunities for all applicants. • Strong attention to detail and accuracy. • Effective communication and active listening. • Flexible and adaptable to changing environments. • Ability to network and build internal relationships. • Strong problem‑solving, analytical and creative thinking skills. • Influential and persuasive with a customer‑focused mindset. • Good basic education with strong written and spoken English and basic maths. • Experience in a similar role. • Computer literate with knowledge of CAFM systems.

Requirements

• ▸cafm systems
• ▸english
• ▸maths
• ▸experience
• ▸detail
• ▸communication

Benefits

• Supportive team player with political sensitivity and awareness of organisational impact.

Work Environment

Onsite