Facilities Co-ordinator, gallery

We are looking for a facilities coordinator to join the team at a contemporary Gallery in London. The person in this role will assist the Senior Facilities Manager in the daily running of Facilities Management Services and administration, including overseeing maintenance and repair of two gallery sites. Maintaining employee and gallery visitor safety, complying with environmental, health, and safety procedures, and ensuring in a safe and comfortable environment for all.

Flexibility to work out of hours; supporting events, remedial works and Saturday cover when required.

Responsibilities include:

• Support with various administrative tasks, assisting in the creation of new digital file resources, audits and maintain up-to-date records and files for all building related activity.
• Internal and external communications on a regular basis, ensuring staff and service providers activity are coordinated appropriately.
• Perform weekly fire alarm tests and monthly emergency lighting tests.
• Conduct routine inspections of the public gallery spaces and staff areas, identifying and reporting any maintenance issues or hazards and actioning hazards identified.
• Work closely with internal teams, in managing hazards in the workplace.
• Assist in office or furniture moves, furniture assembly, including IT hardware installs or initiatives.
• Assist in the management of facilities and IT inventory, record keeping, cleaning services and maintenance supplies, placing orders as necessary while adhering to budget constraints.
• 1st line support for facilities helpdesk enquiries.
• Respond to facility-related emergencies promptly and efficiently.
• Assist in H&S issues and help the organisation meet fire regulations and other legal requirements.
• Provide support during gallery events, including install/deinstall of furniture and equipment when needed.
• Be part of the emergency response team and assist with planning and staff training initiatives
• Willingness to help out with every kind of day-to-day issue that may arise
• Assist in H&S onboarding processes