Concierge and Facilities Coordinator
| Dyddiad hysbysebu: | 30 Rhagfyr 2025 |
|---|---|
| Oriau: | Llawn Amser |
| Dyddiad cau: | 27 Ionawr 2026 |
| Lleoliad: | BN3 7PY |
| Cwmni: | Mitie |
| Math o swydd: | Parhaol |
| Cyfeirnod swydd: | 87881 |
Crynodeb
We are on the lookout for a professional, welcoming, and experienced candidate to join our team. You will perform reception, administration, and secretarial duties efficiently and effectively on behalf of the building in which you are located in.
You will help facilitate the flow of personnel by managing access points throughout the building and ensuring the maintenance of fob access systems. You will be expected to keep a tidy and efficient reception area, providing a professional and courteous service throughout. You will also be required to handle any phone calls and emails in a prompt, professional manner as well as sorting and distributing incoming mail and packages.
We are looking for someone with a friendly and approachable manner and can always remain professional, displaying sound communication and interpersonal skills. The ideal candidate needs to be IT literate with the ability to prioritise your own workload and work efficiently to agreed deadlines.
Purpose of the Role
As the Concierge and Facilities Coordinator, you will act as the face of the workplace while serving as the central point of contact for all facilities-related operations and site coordination. Combining exceptional front-of-house service with facilities management responsibilities, you will play a key role in ensuring a seamless, safe, and high-quality experience for Legal & General employees, visitors, and service providers.
You will manage daily concierge tasks, proactively resolve site issues, coordinate contractor activities, and support compliance and audit readiness — delivering exceptional service while driving operational excellence.
Key Responsibilities
Front-of-House & Workplace Experience
-Deliver a first-class concierge and reception service, ensuring a welcoming and professional environment for all staff and visitors.
-Manage room bookings, hospitality requests, and visitor management systems, ensuring accurate communication and timely delivery.
-Perform daily inspections of meeting rooms, tea points, and stationery hubs to ensure cleanliness, safety, and readiness.
-Support internal events, providing operational and logistical assistance.
-Liaise with catering and workplace experience teams to ensure services are coordinated and delivered to agreed standards.
Facilities Coordination & Site Operations
-Act as a point of contact for all site-related queries, escalations, and contractor activity on behalf of Mitie and Legal & General.
-Lead weekly cross-service team meetings, taking ownership of action items, contractor schedules, and event preparation.
-Maintain a calendar of staff absences and cover to ensure smooth service line operations.
-Coordinate emergency response efforts, allocating on-site staff and liaising with internal or external teams as needed.
-Obtain and track contractor quotes, gain approval, issue work orders, and arrange POs via the Mitie Workplace team.
-Plan and supervise on-site contractor visits, ensuring site access, security passes, and communication with stakeholders.
-Track and close out completed work orders and communicate updates to L&G business partners.
Compliance, Health & Safety, and Audit Preparation
-Conduct monthly cleaning and workplace audits in line with L&G/Mitie contract KPIs.
-Support and implement PEEP processes, track fire marshal and evacuation chair training.
-Participate in FRA/GRA audits, gather required documentation, attend site visits, and action recommendations (e.g. COSHH cabinet, extinguisher updates).
-Report safety hazards and environmental concerns, escalating where necessary to site engineers or central teams.
-Maintain accurate safety documentation, including COSHH safety sheets and site-specific H&S records.
-Support ISO environmental audit readiness, including updating training matrices and delivering toolbox talks.
PPM & Project Support
-Maintain the PPM lookahead schedule, assign tasks, and identify internal vs. external delivery.
-Book and coordinate PPM visits, ensuring access, parking, and security compliance.
-Log completed PPMs with TSOC and arrange remedials where required.
-Provide updates on missed PPMs and mitigation measures to the L&G account team.
-Contribute to small project planning and delivery, liaising with L&G to scope requirements and supervise on-site works.
-Raise change requests for any work impacting IT infrastructure.