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Facilities Coordinator

This is an opportunity to join our support function at an exciting time as we move to a new Central London office location. We will soon be moving to an upmarket building with high end facilities, making the commute to the office rewarding for our staff.

Providing high-quality, effective, and efficient Facilities Co-ordination. You will be the first point of contact for staff at our London office. Successful applicants will ensure a great first impression, welcome staff and visitors, and embody Xodus values for an inclusive work environment, health, safety, and environmental matters, creating THE place to work.

A friendly and approachable person with a ‘can do’ attitude is required. The ability to manage your own workload and use your initiative to find solutions to practical matters are key attributes for this role. You will work as part of the wider UK facilities team, contributing to improvement suggestions to provide an ever-evolving service to our staff globally. As this role includes reception duties, it will be office-based working core business hours.

Key Accountabilities

  • Health and Safety - Lead General London Facilities Management and Office Maintenance, ensuring compliance with statutory requirements and maintaining high standards.
  • Sustainability - Drive sustainability initiatives across the London office to minimize our environmental impact.
  • Diversity, Equity, and Inclusion – Role model inclusively, to ensure Xodus provides a workplace that is inclusive and conducts its business in a diverse, equitable and inclusive way.
  • Maintenance - Liase direct with landlord, handyman and other third-party building services suppliers. Managing contracts and scheduling routine maintenance and ad hoc repairs.
  • Client Relationship Management – Foster and maintain strong relationships with key suppliers, ensuring high levels of supplier satisfaction and value for Xodus. Assist staff in our London office to ensure they have a positive experience when attending the office

Key Responsibilities

·     Greet visitors and carry out HSE inductions.

·     Ensure any office works or maintenance comply with regulations

·     Project manage any office building works and local office modifications.

·     Establish and maintain emergency evacuation procedures and drills

·     Ensure any hazards, near misses, accidents, or incidents are recorded.

·     Conduct and record monthly office safety inspections.

·     Book staff travel.

·     Review DSE assessments.

Experience

·     Travel booking in a busy environment.

·     Customer service role.

·     Experience in office and building services is an advantage.

·     Experience of working during an office refurb/move is an advantage.

Skills and Behaviours

·       Good communication skills with the ability to communicate clearly, professionally, and accurately.

·       Strong organisational and prioritising skills.

·       Detail orientation paying close attention to detail to ensure accuracy and completeness

·       Social skills; you will be the person everyone wants to speak to and will set the tone for the office.

·       Problem solver ready to think on your feet when the unexpected happens.

·       Good at multitasking and staying on top of a busy workload.

·       Reliable.

·       Continuously seeks to deliver improvements.

·       Passionate about sustainability and environmental stewardship.

·       Ability to influence.

  • Market Competitive Salary
  • The way we work; We work flexibly at Xodus which means how you work your day is flexible with a combination of working in the office and at home.
  • Health and wellbeing; We have a number of comprehensive benefits available for you and your family, including, Private Medical Insurance, Cash Plan, Employee Assistance Programme, Income Protection and Life Insurance
  • We offer a Company pension scheme to allow you to save for your future.
  • We have enhanced parental and shared parental leave pay policies available from day one of employment.

 

Xodus is dedicated to fostering an equitable, diverse and inclusive workplace where, every voice is valued, every perspective is celebrated, and everyone has the opportunity to thrive.

Connect with like-minded individuals and allies through our Employee Networks, including Xodus Women's Network, X Pride, Neurodiversity Network and Wellbeing Network. 

Join us at Xodus and be part of a team that's shaping the future of energy. Together, we have the power to create change and make a difference. Apply now and let's build a brighter, more sustainable future, together!

We look forward to receiving your application!

Closing date for all applications is

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Average salary estimate

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What You Should Know About Facilities Coordinator, Xodus Group

Join Xodus as a Facilities Coordinator and be a vital part of our dynamic team at a thrilling time of transition to our new upscale Central London office. This role is your opportunity to shine, providing exceptional, high-quality facilities coordination while being the first friendly face our staff and visitors will meet. Your can-do attitude and problem-solving skills will be essential as you craft a welcoming and safe environment that embodies our values around inclusivity and sustainability. You'll handle a variety of tasks including leading health and safety measures, managing maintenance, and ensuring compliance with regulations. Being part of the UK facilities team means sharing innovative ideas to continually improve our services. Your role will be office-based, and you’ll get to enjoy building strong relationships with our suppliers and supporting your colleagues to create THE place to work. If you thrive in a diverse, fast-paced environment and want to play a key role in making a positive impact, this position at Xodus is calling your name! Plus, enjoy our flexible work arrangements that balance office and home life. With comprehensive benefits and a commitment to sustainability, Xodus is the perfect place to grow your career while making a difference in the world. We can’t wait to welcome you on board to help us shape the future of energy together!

Frequently Asked Questions (FAQs) for Facilities Coordinator Role at Xodus Group
What are the key responsibilities of a Facilities Coordinator at Xodus?

As a Facilities Coordinator at Xodus, you will have a multifaceted role including health and safety management, maintenance oversight, and fostering strong relationships with suppliers. You'll be responsible for greeting visitors, conducting safety inductions, managing contracts, and ensuring office compliance with regulations. Your role supports not just operational success but also cultivates a positive working environment for all staff.

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What skills are necessary for a Facilities Coordinator at Xodus?

To excel as a Facilities Coordinator at Xodus, you should have strong communication and organizational skills. A detail-oriented mindset to ensure the accuracy of your work is crucial. Additionally, being a proactive problem solver with multitasking abilities will help you effectively handle the diverse responsibilities in a busy office setting.

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What experience is ideal for a Facilities Coordinator position at Xodus?

Ideal candidates for the Facilities Coordinator role at Xodus will have experience in customer service, travel booking, and familiarity with office and building services. While experience during an office refurbishment or relocation is advantageous, a passion for sustainability and a commitment to creating an inclusive workplace are equally important.

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How does Xodus promote inclusivity in the Facilities Coordinator role?

At Xodus, promoting diversity, equity, and inclusion is at the heart of our operations. As a Facilities Coordinator, you’ll model inclusive behaviors and ensure that facilities management practices reflect our commitment to creating an equitable workplace, maintaining open lines of communication, and fostering a culture where every voice is heard and valued.

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What benefits does Xodus offer for a Facilities Coordinator position?

Xodus offers a competitive salary and a range of benefits for Facilities Coordinators, including private medical insurance, employee assistance programs, and comprehensive pension schemes. We prioritize your health and well-being with enhanced parental leave policies, flexibility to balance work and home life, and a commitment to continuous improvement and sustainability in the workplace.

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Common Interview Questions for Facilities Coordinator
How do you prioritize tasks in a busy work environment as a Facilities Coordinator?

In a busy environment, I prioritize tasks by assessing urgency and impact. I often make use of to-do lists and digital tools to keep track of responsibilities, ensuring that essential health and safety tasks are always at the forefront. Communicating with team members also helps me understand what’s most important for them, aligning my priorities with the overall goals.

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Can you describe how you've handled a maintenance issue in a previous role?

Certainly! In my previous role, I encountered a plumbing issue that required immediate attention. I quickly contacted our maintenance service, relayed the specifics of the problem, and ensured the necessary repairs were scheduled promptly. I also followed up to ensure everything was resolved satisfactorily, showcasing my proactive approach to problem-solving.

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What approach do you take to enhance sustainability in the workplace?

To enhance sustainability, I advocate for waste reduction strategies like recycling programs and encourage energy-saving practices among employees. In my previous role, I initiated a campaign that involved staff in reducing paper usage, which not only helped the environment but also saved on costs, proving that sustainability can align with company goals.

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How do you ensure compliance with health and safety regulations in the office?

I ensure compliance by routinely reviewing our policies against existing regulations and conducting regular safety inspections. Establishing and maintaining emergency evacuation procedures and training are also critical. I create a culture of safety, where staff feel empowered to speak up about hazards and near misses, which helps maintain a compliant environment.

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What strategies do you use for effective vendor relationship management?

Effective vendor relationships are built on clear communication and expecting mutually beneficial outcomes. I strive to maintain open lines of dialogue, providing regular feedback and addressing any issues immediately. Moreover, I regularly evaluate their performance to ensure they meet our standards and expectations.

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How would you handle a conflict situation with a vendor or staff member?

In a conflict situation, I believe in approaching the issue calmly and seeking to understand the other person's perspective. I ensure to communicate clearly and constructively and aim to find a collaborative solution that addresses both parties' needs while adhering to company values.

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Can you give an example of how you improved a process in your previous job?

In my last position, I noticed that travel booking processes were causing delays. By implementing a centralized booking system and training staff on new procedures, we reduced booking time significantly and increased satisfaction. This experience taught me the value of streamlining processes for efficiency.

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What do you believe is the most important quality for a Facilities Coordinator?

I believe the most important quality for a Facilities Coordinator is exceptional interpersonal skills. This role involves frequent interaction with staff, vendors, and visitors; being approachable and responsive helps cultivate a positive experience and trust. A friendly demeanor goes a long way in establishing strong workplace relationships.

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How do you stay organized as a Facilities Coordinator?

I stay organized by utilizing digital tools and maintaining clear filing systems. I often apply techniques like color coding and prioritizing my tasks daily. Also, regular check-ins with responsibilities ensure I’m on task, allowing me to manage my workload effectively even during high-pressure periods.

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Why do you want to work as a Facilities Coordinator at Xodus?

I am excited about the opportunity at Xodus because your commitment to sustainability and inclusivity resonates deeply with my values. I appreciate your emphasis on creating a supportive, efficient workplace and would love to contribute to an organization that shapes the future of energy while enhancing employee experiences.

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Xodus Group is an independent, international energy consultancy founded on an integrated approach to energy challenges. Operating worldwide in two key energy markets – Oil & Gas and Low Carbon – Xodus fosters a dynamic culture that encourages str...

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Full-time, hybrid
DATE POSTED
January 28, 2025

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