Facilities Administrator

Job Title: Facilities Coordinator

Reporting to: Facilities Manager

Location: Nottingham (based) Overseeing all Air IT Locations

Job Purpose:

This varied and active role will see you supporting the day-to-day running across our Air IT sites, carrying out essential checks and coordinating with contractors to ensure the workplace remains safe, compliant, and well-maintained. You’ll also coordinate with the Appointed Persons at other smaller office locations to ensure all workplaces remains safe, compliant, and well-maintained.

Duties and Responsibilities:

Facilities & Office Management

• Oversee the day-to-day facilities management of all Air IT sites ensuring it remains safe, operational and a place where people enjoy working.
• Conduct regular site inspections, identifying risks and coordinating preventative maintenance.
• Ensure cleaning services meet high-quality standards.

Health & Safety Compliance

• Ensure compliance with health and safety regulations, including fire safety, risk assessments, and emergency procedures.
• Maintain records of fire wardens, first aiders, and health & safety representatives, ensuring they are properly trained.
• Ensure weekly fire alarm testing and compliance with all fire safety procedures.
• Promote a positive safety culture across all Air IT locations.

Supplier & Contractor Management

• Oversee office supply deliveries, ensuring compliance with agreed-upon standards and contracts.
• Oversee office waste disposal, building security, and parking allocation.
• Liaising with landlord and local authority in relation to building safety, condition and security.

Wider Office Co-ordination

• Work with Appointed Persons across the other offices to ensure best practice and high quality, safe working practices are maintained.
• Ensure actions from 3rd party Audits are followed up and completed across our office portfolio.
• Manage First Aider Training for colleagues as and when needed.

Qualifications, Knowledge and Experience:

Essential:

• Minimum Proven experience in Facilities Coordination.
• Knowledge of health and safety best practices.
• Strong organisational and time management skills.
• Proficiency in Microsoft Office and IT systems.
• Ability to handle multiple priorities in a fast-paced environment.
• Excellent problem-solving skills and attention to detail.
• Strong verbal and written communication skills.
• A full, valid UK driving license and ability to travel to various office locations.

Skills, Abilities and Competencies:

Essential:

• A focus on customer satisfaction and the ability to build and maintain long-term relationships.
• Exceptional IT skills.
• Reside within a commutable distance to the regional office and be able to commute to other offices as and when required.
• H&S Qualifications

Desirable:

• Experience in maintenance planning, contractor management, and project coordination.
• Experience working within a fast-paced environment.
• Familiarity with the technology or IT industry.

The Benefits

We believe in rewarding our team with perks that matter:

• Hybrid working options for better work-life balance
• 25 days annual leave + bank holidays
• Ongoing learning and development opportunities
• Cycle to work scheme & technology vouchers
• Enhanced family leave
• Celebration day – an extra day off to mark a special occasion
• Salary sacrifice pension
• 2 paid volunteer days to give back to your community
• Company social events & competitions
• Discount and Cashback Scheme
• Group Income Protection & Life Insurance
• EAP and Virtual GP Service

Why Air IT?

At Air IT, we’re more than just an employer – we’re a family. We celebrate diversity and are committed to equal opportunities for all. Join us in creating an inclusive environment where your work can truly shine.