Facilities Coordinator (22 hours a week)

Company Overview:

With an uncompromising commitment to British manufacturing, Soane Britain’s mission is to design and make enduring and life-enhancing furniture, lighting, fabrics and wallpapers through collaborations with a network of the finest craftspeople in Britain. Soane combines responsibly sourced, high-quality materials and superb workmanship to ensure our designs endure for generations.

Our talented team is based in offices and workshops in Leicester and the West Country and showrooms in London and New York. For more information, please visit www.soane.com or join our social media platforms Pinterest and Instagram.

Purpose of the Position:

We are looking to recruit an experienced and organised part-time Facilities Coordinator (3 full days or 22 hours spread across the week) to create and maintain a pleasant, safe working environment for our London showroom and offices.

Reporting to Human Resources Manager, the Facilities Coordinator will be responsible for the smooth running and day to day maintenance, health and safety and facilities related tasks of London showroom and adjured Bunhouse offices, as well as engaging with facilities providers, landlords, and other premises stakeholders.

The ideal candidate will have a proven record in a similar role, ideally with a NEBOSH or IOSH certificate in health and safety, and the ability to work independently with employees and managers at all levels across the business. You will also be responsible for handling office supplies and sundries, scheduling essential H&S checks such as PAT and fire safety inspections.

The ideal candidate will have a keen eye for detail, excellent communication skills, and experience in office management and/or facilities coordination.

Duties and Responsibilities:

Health and Safety (H&S):

· Conduct regular H&S assessments, including weekly fire alarm tests, emergency lighting checks and periodical fire drills

· Oversee Portable Appliances Testing (PAT) to ensure electrical equipment safely

· Book annual H&S inspections and implement suggested improvements

· Ensure compliance with all legal H&S requirements, including keeping accurate and up-to-date records

· Coordinate first aid and fire safety training for staff

· Maintain first aids kits, fire extinguishers, and other safety equipment, ensuring regular checks and replacement as needed.

· Provide a presentation at the quarterly health and safety meetings

Facilities Management:

· Maintain all aspects of security systems, including fire and intruder alarms, booking annual inspections and remedial work

· Coordinate building access and security measures, including key fobs, opening and locking up procedure

· Be the first point of contact for all office and building services including IT, cleaners, maintenance, office purchases, printers, photocopiers, gas and meter readings

· Manage repairs and maintenance of the office, including air conditioning, plumbing, electrical, cleaning, waste management

· Act as the primary point of contact for all showroom contractors, including those sent from Grosvenor ensuring that all work is completed to required standards

· Co-ordinate compliance visits, inspections and any other ad-hoc services

· Work with Showroom and Events Assistant to assist with showroom refit and other maintenance projects

Office Management:

· Monitor and manage inventory levels for stationary, kitchen supplies, and other sundries

· Place timely orders for office supplies, coffee/drinks and infrastructure suppliers

· Approve related invoices and queries where required

· Purchase IT and other equipment

· General office duties, assist with office moves, desk setups, and other workspace management tasks

Qualifications for the Position:

· 3 years of experience in a similar role within facilities management, office coordination, or administration

· Health & Safely certification (NEBOSH, IOSH, or equivalent) is highly desirable

· First Aid and Fire Safety certification (or willingness to obtain)

· Strong organisational skills with the ability to prioritise tasks and multitask efficiently

· Attention to details with a focus on maintaining high standards

· Excellent communication skills to liaise with staff contractors, and suppliers

· Proficient with MS Office

· Problem solving skills and pro-active attitude