Job Title:

Facilities Coordinator


Central Bath HQ

Reporting to:

HR Advisor

Closing Date:

Sunday, 14 April 2019

The Role

Coordination of the Bath HQ and remote/flexible working spaces. Ensuring the day-to-day running of the Bath HQ, including Health and Safety and general office administration.

Key Responsibilities
Facilities management:

Management of meeting rooms. Ensuring set up, clearing rooms after meetings and organising refreshments and lunch as required
Welcoming visitors to the office
Ensuring kitchen supplies are replenished in all kitchens, including re-stocking milk daily as required, ordering tea and coffee, fruit
Maintenance of coffee machines and hot water filters
Ensuring the stationary cupboard is tidy, ordering stationary as required
Liaising with office cleaners, and contract management, as required
Managing membership of remote office spaces, ensuring staff members have access as required
Space planning; ensuring the office space in the building and remotely is used effectively. Planning for future growth
Organising building maintenance, as required

Office Administration:

Keeping credit card receipts for company cards, and reconciling these monthly with input from the EA
Answering office telephones, directing calls and taking messages
Managing the car park bookings
Managing Pizza Fridays; collecting food orders, selecting restaurants, managing the budget
Post – taking post to the post office/post box as required, collecting post and packages from main reception
Liaising with IT regarding new starter desks set up

Health and Safety:

Supporting the CEO and HR Advisor in ensuring the office environment is safe for all employees including:
Completing risk assessments as required
Collecting and analysing annual DSE assessments for all employees
Updating H&S Manual
Meeting with Quay House Building Facilities management to understand and agree procedures
Acting as a first point of contact point for all Health and Safety issues
Communicating actions and requirements with Actual Experience First Aiders and Fire Wardens

Skills and Experience Profile

Excellent communication skills for dealing with staff at all levels
A strong work ethic
Reliable and flexible in your approach
You must be pro-active with a ‘can do’ attitude
PC literate with Word, Excel and PowerPoint skills
Able to work under pressure within a fast paced changing environment
Ability to multitask and be flexible depending on priorities
Attention to detail, and the ability to follow sometimes lengthy processes and procedures from start to finish

Desirable Skills and Experience Profile

Experience in facilities management


Eligibility to work in the UK
Flexibility in working hours depending on office requirements
Smart and professional
Can use initiative

Recruitment Privacy Notice

Actual Experience plc will collect your personal information for the purpose of the recruitment process, to evaluate your skills and suitability for the role you applied for, and to make any necessary adjustments where applicable. We will only use the information you provide to us, directly or indirectly, as part of your job application. Your personal information will be processed in compliance with the General Data Protection Regulation (GDPR).

If your application is successful and we decide to offer you a position with us, we will save the information we have collected about you during the recruitment process onto our internal company systems. We will also share some of your personal information with third parties to carry out a background check, including a criminal convictions check, obtain references from previous employers and to register you with our employee benefits provider.

If your application is unsuccessful, we will retain your personal information for 12 months, so that we can contact you about openings you might be interested in, and to comply with any legal obligations we are subject to.

When you have any questions, or would like to exercise one of your data protection rights, please contact Actual Experience directly.


By submitting your application, you confirm you have read and understood this Recruitment Privacy Notice.