Facilities Coordinator

Salary - £28,808.00 - £30,158.96
Full time - 40 hours, 5 days per week.
Permanent

Role Purpose:

The Facilities Coordinator is responsible for supporting the smooth operations, maintenance, and safety of our Gallery and office building. The role combines administrative, logistical, and hands-on work, focused on maintaining exceptional facilities for visitors and a safe supportive working environment for Staff. The post holder will work to ensure that all areas of the site are safe, well-maintained and operating smoothly and efficiently.

Key Accountabilities:

• Oversee facility operations and maintenance across the Gallery and serve as a primary point of contact for facility-related issues. Use sound judgment and critical thinking to assess facility needs, prioritise work, and coordinate responses to maintenance or operational issues.
• Support the Senior Estates Manager in managing important contracts such as cleaning, waste management, pest control, maintenance and measured term contracts. Analyse service performance and identify areas for improvement if necessary.
• Assist the Senior Estates Manager to oversee the minor works programme relating to office accommodation and fabric projects and contribute to larger gallery-wide projects as needed.
• Monitor facility budgets, track expenditure, and help with cost-saving initiatives by finding best-value solutions, while following financial regulations. This will include using the Gallery’s purchasing system to raise orders.
• Track inventory and order office supplies, equipment, and maintenance materials as needed.
• Champion the Gallery’s sustainability policy by observing the sustainable procurement of goods and services and by promoting recycling and waste reduction.
• Maintain awareness of the Gallery’s information security provision, being responsible for the disposal of confidential documents, and advising departments of relevant procedures as and when required.
• Evaluate urgency and impact of facility-related problems and determine an appropriate course of action, balancing cost, safety, and service quality.
• Support with space planning, office moves, and seating arrangements.
• Conduct weekly Health and Safety inspections and spot checks ensuring planned maintenance is carried out and reporting any areas of concern.
• Maintain up to date risk assessments and safe systems of working ensuring facilities follow health, safety, and environmental regulations.
• Help maintain records related to inspections, maintenance, and facility operations.
• Build excellent working relations with key stakeholders across the Gallery and understand and fulfil facilities related needs for Gallery departments.
• Support the Senior Estates Manager and Senior Security Manager to identify training needs for agreed safety and fire safety arrangements and maintain training records for review purposes.
• Attend relevant Gallery Safety and well-being meetings. Work with the Head of Estates and Operations and the Senior Estates Manager to support the delivery of an effective safety culture across the Gallery.
• Develop and promote good working relations with similar departments in other galleries and museums, in particular the National Gallery, and with external bodies such as Westminster Council.
• Assist with the Galleries Sustainability goals. Monitor waste and encourage recycling in all areas. Identify new opportunities to reduce usage of consumable material and support the Galleries sustainability policy.
• The role requires a blend of administrative, logistical, and hands-on work, focused on maintaining exceptional facilities for visitors and a safe supportive working environment for Staff.
• Assist with the management of contractors ensuring booking procedures and escorting requirements are observed. Conduct safety briefings and record details.
• Review contractor documents before the beginning of any works to ensure that all documentation, including risk assessments, pre work checks and method statements, are in line with Gallery standards.
• Due to the nature of this role there will be times when it is a requirement to start early in the morning or to be at work during the evening or at weekends. On such occasions, the post holder is expected to manage their working day.

The above list is indicative but not exhaustive. As such, in addition to the key accountabilities and responsibilities listed the post holder may be required to perform other duties commensurate with the scope and/or level of the role

To read the full job description, please follow the link: Facilities Coordinator , Job Description

Key Experience, Skills and Criteria:

• Experience in facilities coordination, office management, or a related role.
• Good practical knowledge and understanding of fire and health and safety procedures and best practice.
• Holder or of ability to obtain: NEBOSH/IOSH qualifications and fire safety qualifications.
• Experience of, or empathy with, the cultural and heritage sector.
• Knowledge or appreciation of the visual arts.
• A practical ‘can do’ approach with an ability to find creative solutions to complex problems
• An ability to communicate and work well as part of a team
• An ability to work with external colleagues, contractors and service providers
• Strong organizational, multitasking, and problem-solving skills.
• Proven ability to work efficiently and diplomatically and under pressure.
• High level of proficiency working with standard business software including MS Office applications (Word, Excel, Outlook, PowerPoint).
• Flexibility in relation to working hours will be necessary, including an occasional need to be on site during evenings and weekends.
• Committed to a high level of customer service with a willingness to develop new approaches, learn new skills and review the effectiveness of current work.
• A strong commitment to diversity with the ability to balance differing needs.
• The post is subject to a Basic Disclosure and Barring Service (DBS) check.

We offer a competitive benefits package, including:

• Generous pension scheme
• 27 days annual leave allowance, in addition to bank holidays
• Interest free season ticket and bicycle loans
• Rental deposit scheme
• Employee assistance programme
• Free entry to many UK museums, galleries and exhibitions
• Staff discounts on purchases in online shop
• Professional & personal development opportunities

Closing date for returned applications is 9:00am on Wednesday the 16th of July, 2025.

First round interviews will take place in person the week commencing the 21st of July, 2025.

Please indicate on the notes section of your application form, if you will be unable to make these dates.

We are committed to the employment and development of disabled people. When assessing and shortlisting our candidate pool for interviews, we are committed to removing any bias through our process to ensure all individuals with a disability are included. To be invited to the interview stage, you must show through your application that you meet the minimum criteria and/or the desirable skills required for the role. If you tell us that you have a disability we can make reasonable adjustments at interview, and, if you join us, to your work arrangements.