AEX is looking for a Facilities Co-ordinator for their customer based in Luton. This is a 14-month fixed contract role primarily based in the Luton office, with flexibility to travel required. You will serve as the first point of contact for clients and be responsible for managing service requests and maintaining compliance documentation This position is ideal for someone who thrives in a fast-paced, customer-focused environment.

Job Description

• Log reactive maintenance requests and service issues in the Facilities Management (FM) system with complete and accurate information.
• Liaise with clients to confirm appointments and provide updates on job progress or scheduling.
• Coordinate scheduling of engineers and subcontractors for reactive works, PPM (Planned Preventative Maintenance), and inspections.
• Accurately input and update data in the business or client FM systems (Big Change, Plan On Ostara), ensuring compliance with operational standards.
• Review system data, resolve discrepancies, and maintain accurate client compliance documentation.
• Assist with documentation for ISO 9001, 14001, and 45001 compliances.
• Adhere to internal procedures and policies for document handling, version control, and quality standards.
• Work closely with internal compliance, operations, and engineering teams, to support efficient service delivery.
• Provide administrative support as required.
• Actively contribute to improving helpdesk processes and overall customer service efficiency.
• Willingness to travel to client sites

Experience and Skills

• Experience: Minimum 1 year working in a facilities maintenance helpdesk or similar environment.
• Compliance Awareness: Familiarity with compliance documentation in a facilities or maintenance context is advantageous.
• Technical Skills: Proficiency in Microsoft Office (Word, Excel, PowerPoint); experience using CAFM or FM software systems is preferred.
• Standards: Understanding of ISO 9001, 14001, and 45001 principles for document control and quality assurance.
• Customer Service: Strong interpersonal skills and a client-focused approach to communication and issue resolution.
• Attention to Detail: High level of accuracy in data entry and documentation management.
• Organisation: Strong time management and organisational skills, with the ability to prioritise tasks under pressure.
• Problem Solving: Proactive and solution-oriented mindset, with a commitment to continuous improvement.

Hours and Pay

• 14-month fixed-term contract
• Full-time
• £28,000-£30,000 per year

If you are interested in the role please apply now or call 01908 585656 to discuss.