Reports to:Management Committee
Employment Type:Full-time, plus on-call arrangements to respond to urgent situations or contractor works outside normal working hours.
Role Purpose
The Facilities and Archives Coordinator is the primary custodian for the effective management, maintenance, security, and operational integrity of the Group’s properties. These include a 120-year-old heritage building that requires ongoing preservation and maintenance; a modern office; and off-site storage. The successful applicant will ensure that these physical environments remain safe, compliant, and well maintained for staff and clients. The Coordinator is also responsible for building access management; records storage and archiving; and for overseeing maintenance and use of certain Group-owned assets such as motor bikes.
The position involves regular interaction with contractors, suppliers, service providers, and Group personnel at all levels.
The successful applicant will be a proactive individual with a high degree of physical mobility, maintenance skills, and digital literacy. They will have the ability to manage both strategic maintenance planning and day-to-day operational issues to ensure the smooth operations of physical infrastructure and services.
Key Responsibilities
Property Oversight and Maintenance
- Monitor and conduct regular inspections of the buildings and systems to identify maintenance needs and potential risks.
- Develop and implement planned preventative maintenance programmes, and coordinate repairs, renovations, and improvement projects.
- Ensure the preservation and appropriate maintenance of the heritage building.
- Maintain control and accountability for access devices, keeping accurate key registers and access records.
- Coordinate lock changes, access permissions, and security upgrades when required.
- The role may require occasional attendance during early mornings, evenings, weekends, and public holidays to:
- Respond to emergencies and operational disruptions.
- Manage contractor works that must be undertaken outside business hours.
- Address security or access concerns.
- Support office relocations, archive transfers, or other projects.
- Primary point of contact for building emergencies, responsible for responding promptly to urgent situations, directing appropriate responses, and keeping leadership informed.
- Manage the custody, servicing and usage of the Group’s motorcycles, coordinating insurance, registration, servicing schedules, and repairs.
Health, Safety and Compliance
- Ensure compliance with all applicable health, safety, fire, and building regulations, conducting routine risk assessments and implementing corrective actions where necessary.
- Coordinate inspections, certifications, and statutory maintenance requirements, maintaining building safety records and compliance documentation.
- Manage emergency response procedures and evacuation planning.
Contractor and Vendor Management
- Source, evaluate, and manage contractors, suppliers, and service providers.
- Obtain and review quotations for maintenance and capital projects.
- Monitor contractor performance and quality of work.
- Ensure contractors comply with site safety requirements and Group policies.
- Manage service contracts and renewal schedules.
- Develop strong relationships with key vendors and service partners.
Records Management and Archiving
- Oversee the Group’s physical records management programme.
- Maintain secure archiving systems for hard-copy files and records.
- Manage file retrieval, storage, destruction, and retention processes in accordance with Group policies and regulatory requirements.
- Coordinate transfers of files and retrieval requests between offices and off-site storage facilities.
- Maintain accurate indexing and inventory records.
Budget and Cost Control
- Monitor maintenance and facilities expenditures.
- Identify opportunities for cost savings and operational improvements.
- Review supplier invoices and ensure value for money.
Skills and Experience
Essential
- Proven experience in facilities management, building operations, property maintenance, or a similar role.
- Practical maintenance skills, with the ability to independently undertake minor repairs, adjustments, and routine maintenance tasks around the premises. Ability to recognise when specialist contractors are required and to coordinate repairs appropriately.
- Experience managing external contractors, service providers, and maintenance projects. Knowledge of local contractors is an asset.
- Strong understanding of building systems and preventative maintenance practices.
- Experience managing physical records, archives, or storage facilities.
- Ability to electronically maintain accurate records, inventories, and documentation.
- Knowledge of health and safety legislation and workplace compliance obligations, including fire safety and emergency response procedures.
- Strong problem-solving abilities and attention to detail.
- Ability to manage multiple priorities and work independently.
- Excellent written and verbal communication in English; functional Spanish beneficial.
- Strong organisational skills; ability to multitask and prioritise in a busy environment.
- Reliable, punctual, and able to work independently with minimal supervision.
- Competent with Microsoft Office (Outlook, Word, Excel).
- Valid driving and motorbike licence (minimum A 1) licences with ability to travel between offices, storage facilities, suppliers, and service providers.
Desirable
- Experience working within a professional services environment.
- Experience managing heritage, historic, or older buildings.
Physical Demands and Working Conditions
This role requires practical, hands-on facilities management responsibilities with some office-based administrative work. The successful candidate must be physically capable of safely performing the essential duties of the position, such as:
- Regularly walk throughout the Group’s premises and off-site storage facilities to conduct inspections and monitor conditions.
- Climb stairs frequently within a multi-storey historic building.
- Access loft spaces, basements, storage rooms, plant rooms, and other areas that may have restricted access or limited space.
- Lift, carry, and move archive boxes, office supplies, recycling bins, furniture, equipment, and deliveries weighing up to 20 kg on a regular basis and heavier items with appropriate assistance or equipment.
- Bend, stoop, kneel, stretch, and reach when inspecting facilities, retrieving archived files, or coordinating maintenance work.
- Spend extended periods standing, walking, or moving between locations.
- Operate Group vehicles, including the Group’s motorcycles, where authorised and appropriately licensed.
- Work in varying environmental conditions, including outdoors, storage facilities, and areas that may be dusty, warm, cold, or subject to maintenance activity.
What We Offer
- Preferential gym rates.
- Ongoing professional development supported through applicable industry seminars, workshops, or conferences.
- Supportive and collegial working environment.
How to Apply
Please send a CV and a covering letter explaining your suitability and relevant experience to, with “Facilities and Archives Coordinator” in the subject line. All applications will be treated in the strictest confidence. Shortlisted candidates will be asked to attend an in-person interview.