EMaC is a great place to build a career. We’re fresh in our thinking and we look to do things differently.  We work in close partnership with vehicle manufacturers and dealerships to strengthen their aftersales relationships with their customers, creating positive experiences that lead to increased loyalty and greater revenues.

We are looking for a motivated Facilities Coordinator to join our team. This is a fantastic opportunity to play a key role in ensuring our facilities operate smoothly and effectively, supporting both employees and visitors. If you are detail-oriented, enjoy problem-solving, and take pride in delivering a first-class workplace experience, we’d love to hear from you.

Job Purpose:

The Office and Facilities Coordinator will be responsible for managing the day-to-day operations of our office facilities and providing a wide range of administrative support services. This role ensures that our physical environment is safe, efficient, and conducive to productivity, while supporting the smooth running of the office and wider business operations.

The role includes responsibility for facilities management, office administration, postal and courier services, supplier coordination, stock and inventory management, and a variety of ad hoc business support activities. Acting as the central point of contact for facilities-related matters, the Office and Facilities Coordinator will work closely with all departments to ensure office services are delivered effectively and operational needs are met.

This role requires a highly organised and detail-oriented individual with excellent communication and interpersonal skills. The successful candidate will be proactive, familiar with regulations involved with managing an office building and use their expertise to ensure a safe and compliant workspace. Also, will be able to prioritise a varied workload, and comfortable managing multiple tasks simultaneously. They will take ownership of facilities operations, manage incoming and outgoing post, coordinate office services and supplies, liaise with contractors and suppliers, support administrative requirements across the business, and undertake a range of ad hoc tasks to ensure the office and wider organisation operate efficiently and professionally.

 Job Summary:

• Oversee routine maintenance and repairs of the internal and external of the building including HVAC, plumbing, electrical systems and general upkeep
• Support business continuity by ensuring office equipment, services and facilities remain operational and well maintained
• Ensure compliance with health and safety regulations, conducting regular inspections and addressing any issues promptly – communicating with all staff of any areas that need improvement
• Establish and maintain relationships with external vendors and service providers, ensuring timely and cost-effective services
• Optimise space utilisation by coordinating office layouts, moves and renovations to meet the evolving needs of the organisation – Liaise with the landlord of the building as required
• Manage the procurement and inventory of office supplies, ensuring stock levels are maintained, orders are placed in a timely manner, and supplies are available to support the day-to-day needs of the business
• Manage the replenishment of office consumables, including coffee, tea, juice, milk, breakfast bar items and other workplace refreshments, monitoring stock levels, placing online orders.
• Manage First Aider and Fire Marshal training including arranging renewals when needed and oversee duties such as Fire Alarm tests, updating HR of any amendments to the list and coordinating rota coverage
• Prepare information for visitors in advance and act as the first point of contact and greeting where necessary including organising lunch and setting up meeting rooms, where requested
• Manage any relevant travel and accommodation bookings ensuring all arrangements are accurate, cost‑effective and aligned with business requirements
• Oversee the office access systems, including maintaining access permissions and managing the operation of the car park barrier
• Manage the onsite car park, ensuring smooth daily operation, fair allocation of spaces and prompt resolution of any issues
• Coordinate and manage the meeting room diary, ensuring effective scheduling, avoiding conflicts and supporting teams with their booking requirements
• Ensuring all noticeboards and certificates are correctly displayed – Liaising with Innovation Group for any amendments
• Liaise with HR regarding completed milestone achievements to ensure the long‑service board is accurately updated and reflects all eligible employees
• Manage Facilities SharePoint ensuring all up to date documents and contacts are stored appropriately
• Manage Facilities suggestions space, monitor any incoming proposals and action accordingly
• Manage incoming and outgoing post, ensuring mail is distributed promptly and accurately across the business
• Prepare, print, collate and distribute customer correspondence, including letters, statements and cheque payments, ensuring documentation is accurate, securely handled
• Coordinate courier and delivery services, including arranging collections, tracking shipments and resolving any collection/delivery issues
• Provide administrative support to departments across the business, assisting with ad hoc tasks as required

What you’ll need:

• Strong organisational and time management skills, with the ability to prioritise a varied workload and meet deadlines.
• Excellent verbal and written communication skills, with the confidence to communicate clearly, professionally and effectively across all levels of the organisation, tailoring messages appropriately to different audiences
• Strong ability to build and maintain relationships with all internal teams and external vendors
• Self-motivated with the ability to manage multiple tasks simultaneously and work well under pressure whilst maintaining a positive, ‘can do’ attitude
• Ability to plan, execute and oversee projects from start to finish independently, ensuring timely and successful completion
• Ability to adapt to changing circumstances alongside excellent problem-solving skills to handle unexpected challenges with ease
• Proactive approach to identifying opportunities to improve workplace facilities, office processes and the overall employee experience
• High level of accuracy to ensure all aspects of facilities and admin duties are managed to the highest standard
• Ability to manage confidential and sensitive information with discretion and professionalism
• Strong customer service mindset, committed to delivering a positive experience for employees, visitors, suppliers and external contacts

What you’ll receive in return

• 25 days holiday increasing to a maximum of 32 days with service (plus bank holidays).
• Employee benefits scheme, including opportunity to purchase up to 3 days holiday, health cash plan, dental cover, travel insurance and life insurance.
• Employee Recognition Awards.
• Long Service Award Scheme.

Job Type:

• Full time – 37.5 hours per week
• Salary will depend on experience

Please be advised that this role will be subject to a Financial Records check and a Basic DBS