Facilities Coordinator
Join Guild Care as a Facilities Coordinator and support the efficient running of daily office operations through crucial administrative tasks!
Main Duties:
Organise and schedule meetings and appointments with contractors.
Assist the Head of Facilities/Facilities Supervisor in scheduling work for the maintenance team and contractors.
Ensure all invoices linked to the facilities department are coded and sent to finance in a timely manner.
Oversee service contracts, liaising with contractors to ensure equipment servicing is scheduled on time and all certifications are received.
Send remedial quotations to the Head of Facilities for approval.
Ensure monthly expenses and on-call sheets for the maintenance team are uploaded and sent to payroll.
Update and distribute the monthly on-call rota for the team.
Upload and document all compliance certifications and checks carried out by the maintenance team.
Assist with the purchasing of items as required.
Create Excel spreadsheets and Word documents as needed.
Liaise with Facilities Supervisor/Head of Facilities to organise team meetings, training, and annual leave.
Perform any other administrative tasks as required.
About the role
As a Facilities Coordinator, you will support the Head of Facilities and Facilities Manager in overseeing daily office operations. You’ll be responsible for ensuring smooth functioning through various administrative tasks, such as scheduling work, maintaining compliance documentation, and managing financial records. If you're highly organised, adaptable, and proactive, we’d love to hear from you!
What you will need
Required criteria
- Proven administrative experience, preferably within facilities management or a similar operational environment.
- Experience liaising with contractors and managing schedules effectively.
- Proficient in Microsoft Office Suite, particularly Excel and Word, for creating and managing spreadsheets, documents, and compliance trackers.
- Excellent verbal and written communication skills, with confidence in liaising with internal teams and external contractors.
- Strong organisational skills with the ability to manage multiple priorities and meet deadlines.
- Attention to detail and accuracy in record-keeping and document preparation.
- Competent in basic financial administration, including invoice processing and payroll documentation.
- A proactive, solution-focused mindset with the ability to work independently and collaboratively.
- Flexible and adaptable to changing priorities in a dynamic environment.
Desired criteria
- Previous experience in facilities or property management.
- Familiarity with scheduling tools or software.
- Knowledge of Health and Safety regulations related to facilities operations.
- Experience with procurement processes and vendor management.
Professional skills you’ll need for this job opportunity
Financial Reporting
Managing Contracts
Microsoft Office Suite
Communication
Guild Care
We are Worthing’s leading and most established social care charity, supporting people to live well, enjoy life and love every day.
Guild Care, a not-for-profit charity established in Worthing in 1933, was founded by a group of visionary volunteers, including Effie Methold, E.A. Haviland, Arthur Linfield, and Frank Cave. Their shared mission was to create a kinder, more compassionate society, leading to the creation of the 'Worthing Council of Social Service,' which then became the 'Worthing Area Guild for Voluntary Service,' and is now known as Guild Care. Over the decades, Guild Care has grown and evolved, continually adapting to meet the needs of Worthing and its surrounding communities. Today, the charity supports over 3,000 people and their families each year through a diverse portfolio of more than 30 community services. As one of Worthing's largest employers, Guild Care is powered by the dedication of over 800 caring staff members and the invaluable support of more than 300 volunteers, all committed to making a meaningful difference in people's lives.
Our vision is for all people in need of care to live fulfilling, safe and secure lives. We will achieve our vision by ensuring our support and services are accessible, effective and lovingly delivered. Brave | Engaging | Loving | Integrity | Everyone Matters | Free to Be Me At Guild Care, we are committed to fostering a culture of inclusivity, respect, and equality. We believe that diversity enriches our organisation and enables us to better serve our community. We are proud to be an equal opportunities employer. We welcome applications from individuals of all backgrounds, regardless of age, disability, gender, gender identity, marital or civil partnership status, pregnancy or maternity, race, religion or belief, sexual orientation, or socio-economic background. Guild Care is dedicated to promoting fairness and equality in our recruitment processes and throughout the workplace. We provide an environment where everyone feels valued, empowered, and supported to reach their full potential. We actively work to ensure that our policies and practices are inclusive and that barriers to equality are identified and removed. Together, we strive to create a workplace that celebrates differences and champions fairness for all. Join us in our mission to make a positive difference in people's lives.Our vision
Our mission
Our BELIEF values
Our equality statement
Our benefits
At Guild Care, we are proud to offer a comprehensive benefits package designed to support our employees in every aspect of their lives—financially, professionally, and personally. We offer competitive salaries, enhanced pay for unsociable shifts, and a £1,000 welcome bonus for eligible roles. Our pension scheme includes a 5% employee and 3% employer contribution, and employees enjoy a range of discounts through the Blue Light Card and Health Service Discounts. Additional perks include free DBS checks, uniforms for eligible roles, and savings at local businesses, gyms, and a 25% discount at our own Guild Care stores. Your wellbeing is our priority. Staff benefit from an annual Wellbeing Day, free flu vaccinations, and confidential support through the BHSF Employee Assistance Programme. With schemes like Cycle 2 Work, free eye tests for eligible roles, and mental health support through the Care Workers Charity, we aim to promote a healthier, happier workforce. We understand the importance of flexibility, offering favourable holiday terms, flexible working options, homeworking opportunities, and carers’ leave to help you balance work with life’s demands. At Guild Care, your career growth is important to us. We provide progressive career pathways, mandatory training programmes, in-house learning opportunities, and access to professional qualifications, including accredited programmes and the Care Certificate. Join a local charity with over 90 years of history and a strong community focus. Employees enjoy supportive colleagues, job satisfaction, and opportunities to engage in events and fundraising activities. Our inclusive culture features initiatives such as length of service recognition, annual staff awards, and employee networking groups. At Guild Care, we reinvest all our surpluses into our services, staff, and community, ensuring your work makes a meaningful difference every day. Join us and be part of something extraordinary!Financial Rewards and Discounts
Health and Wellbeing
Work-life Balance
Professional Development
A Supportive Work Environment
Vacation, Paid time off
Retirement plan and/or pension
Employee development programs
Employee discounts
Gym membership or wellness programs
Cycle to work
Referral bonus
Competitive salary
Long service recognition
Employee Assistance Scheme
Wellbeing Scheme
Blue Light Card
Work With Charities
Social Opportunities
Progression opportunities
Staff celebration events
Facilities Coordinator
We are Worthing’s leading and most established social care charity, supporting people to live well, enjoy life and love every day.