Facilities Co-ordinator

The Facilities Coordinator, is known as the Senior Workplace Services Coordinator at Guide Dogs.  They support people with sight loss to live the life they choose by leading the delivery of safe, cost‑effective, and fit‑for‑purpose workplace and facilities management services for all building users.

The role is accountable for ensuring that the working environment meets all relevant building, environmental, and health and safety legislation. It acts as the on‑site lead for health and safety, security, business continuity, sustainability, and fleet management activities, ensuring high standards of compliance, service delivery, and user experience.

Key Responsibilities

• Lead, manage, and develop the Workplace Services team, providing clear objectives, regular 1:1s, and structured professional development plans.
• Manage the provision of reception services, delivering direct cover where required and supporting the Reception Coordinator and on‑site Operations Support Coordinators.
• Oversee the effective management and use of meeting rooms, ensuring furniture, IT, and equipment are available, functional, and fit for purpose.
• Manage and coordinate the delivery of compliant hard and soft facilities management services across the site.
• Oversee building management systems, including heating, ventilation, and air conditioning (HVAC), to ensure efficient system operation and responsible energy use.
• Maintain appropriate site security standards, ensuring access control, CCTV, alarms, and visitor management processes are compliant, effective, and regularly reviewed through proactive audits.
• Manage reactive issues, faults, and incidents, communicating clearly with building occupants and escalating to the Regional Workplace Services Manager where required.
• Ensure workplace compliance by coordinating statutory testing and inspections, maintaining accurate records, and embedding safe working practices.
• Act as the site lead for sustainability and energy management, supporting carbon reduction initiatives relating to energy, water, and waste.
• Build and maintain strong, collaborative relationships with key internal and external stakeholders.
• Lead on risk assessments, method statements, and safe systems of work for both in‑house and contractor‑delivered activities.
• Coordinate the resolution of issues and faults in partnership with contractors and the Workplace Services team.
• Oversee site Workplace Services expenditure, working within agreed budgets, monitoring monthly reports, contributing to reforecasting, and supporting annual budget setting with the Regional Workplace Services Manager.
• Manage administrative processes including purchase orders and goods receipting for planned and reactive works, ensuring financial controls are maintained.
• Lead the effective and efficient use of space on site, agreeing and implementing changes in collaboration with the Regional Workplace Services Manager.
• Oversee the management of the site pool vehicle fleet, ensuring compliance with safety checks, servicing schedules, key security, and the Driving at Guide Dogs policy.
• Support the delivery of small works and improvement projects, working with the Workplace Services Projects team and stakeholders to agree scope, cost, and timescales.
• Support the ongoing maintenance, testing, and review of Workplace Services business continuity plans.
• Participate in an on‑call rota to ensure an out‑of‑hours response is available for Workplace Services emergencies.
• Always work in accordance with Guide Dogs’ policies and codes of conduct, including Safeguarding Children and Vulnerable Adults, Diversity, and Data Protection.