Workplace Facilities Coordinator

We are currently looking for a Workplace Facilities Coordinator to join the Facilities team of M+C Saatchi Group at our Headquarters in Soho, London, supporting the day to day running of buildings and operational activities. 

This is a hands-on role, working in a busy and dynamic environment. There will be a considerable amount of manual handling required.

Reporting to the Facilities Manager with the guidance and interaction of the Group Operations Director, this is a full-time permanent role based in London.

ABOUT THE ROLE

The Facilities team are tasked with providing a safe and healthy environment. Ensuring that the facilities and services of M+C Saatchi Group are delivered in a timely, seamless manner and to a consistent high standard. Delivering the infrastructure and business system requirements to allow the company to run successfully and maintain legislative demands, compliance, and accreditations.

The Facilities Coordinator will work, collaborate, and coordinate with key operations resources (M&E, security, IT etc.) in a proactive and reactive way to deliver a first-class workplace experience for our people, clients, visitors, contractors, and partners while also managing incoming and outgoing mail efficiently. Ensuring our offices are a safe environment and are maintained to an exemplary standard, ensuring statutory legal obligations and business demands are met.

M+C Saatchi Group holds several accreditations, operationally focused ISO14001 environmental and ISO45001 Health & Safety management accreditation and many of your tasks will directly support these and are subject to audit scrutiny.

Key Responsibilities:  

• Supporting the maintenance and management of group office spaces and workplace environments to ensure the deliverance and compliance of H&S requirements and standards.
• Support and supervise contractors to ensure safe working procedures.
• First Aider
• Fire Marshall / Core EARs member.
• Monitoring and supporting policies and procedures to ensure HSE and best practice compliance.
• Maintain Health and Safety records.
• Responding appropriately to emergencies or urgent issues as they arise
• DSE support
• Supporting and supervising operational teams in deliverance of tasks and services
• Ensure offices and meeting spaces are presented to the agreed levels, managed, and maintained correctly to demand and requirements.
• Ensure group stationery, print, consumables, and ad hoc requests are maintained, monitored, and reordered as required.
• Coordinating work and contractors. Liaising with the Facilities Manager to ensure that agreed works have been completed satisfactorily, reporting on any deficiencies or defects.
• Carry out repairs and maintenance tasks, including furniture assembly.
• Receive and sort incoming mail and packages.
• Distribute mail to appropriate recipients or departments in a timely manner.
• Process outgoing mail, including postage, packaging, and scheduling pickups.
• Maintain accurate records of incoming and outgoing mail and packages.
• Handle special mailing requests such as registered mail or courier services.
• Assist employees with courier, shipping and mailing needs, providing guidance on postal regulations and best practices.

General:

• Supporting soft services such as reception, security, maintenance, off site storage, cleaning, catering, waste disposal and recycling where needed
• Log maintenance calls with our M&E contractors / building management and follow incident through until completion.
• Support in projects planning and deliverance. Including move coordination, assisting, and planning as required.
• Supporting the management of office furniture
• Support with events delivery.
• Ensure storage areas are maintained and safe for staff access.
• Developing and maintaining relationships with partners
• Ensuring supplier controls are observed and managed.
• Helping to make the offices as environmentally friendly as can be.
• Playing an active role in company initiatives
• Weekend work will be required at times.
• Carry out any duties as reasonably requested.

ABOUT YOU

You bring with you (experience, skills etc.)

• Excellent communication skills
• Able to work as part of a team and resolve complaints quickly and efficiently.
• Ability to deal with dynamically changing situations
• Ability to deal with external contractors or maintenance workers.
• Ability to carry out manual handling activities.
• Ability to get involved,contribute, and seek out opportunities to influence and enhance the team andworkplace.
• A strong focus on attention to detailand high-quality output
• The ability to build positiverelationships.
• Strong IT skills.
• Passionate about excellence
• Polite, tactful, diplomatic, and reliable.
• Energetic, confidence and enthusiastic persona.
• Ability to work under pressure.
• Able to communicate in a calm professional style.
• Excellent telephone manner and interpersonal communication.
• First Aid experience or certification is beneficial but not essential.

APPLICATIONS CLOSE: Wednesday 16 July 2025. No Recruiters.

WHAT YOU’LL GET

For the right candidate, we will offer a competitive salary and benefits package which includes 27 days annual holiday, private healthcare, employer contributory pension, life assurance and income protection. We also offer a host of benefits that support wellbeing including subsided gym membership, whilst our commitment to Diversity and Inclusion sees us offer learning opportunities around D+I, targeted mentoring programmes and the opportunity to participate in a number of active Employee Led Networks and associated events. Finally, this role will be supported with all the necessary personal development required to set someone up for success.

ABOUT M+C SAATCHI GROUP

M+C Saatchi Group has pledged its commitment to create a company that values difference, with an inclusive culture. As part of this M+C Saatchi Group continues to be an Equal Opportunity Employer which does not and shall not discriminate, celebrates diversity and bases all hiring and promotion decisions solely on merit, without regard for any personal characteristics.

If you require any reasonable adjustments throughout the recruitment and selection process, please make us aware as part of your application.

All employee information is kept confidential according to General Data Protection Regulation (GDPR).