Facilities Coordinator Apprentice

About The Team

This is an ambitious and growing department. The team comprises Property Managers, Facilities Management and an accounts department who manage a portfolio of properties throughout the UK. The candidate will be working as part of the team with an overall purpose to enhance the customer experience by carrying out a range of duties relating to the maintenance of property, management of contractors and health and safety compliance. 

You will work for the Head of Facilities Management, alongside the Property and Asset Management (PAM) team.

This role will be responsible for assisting with all aspects of the day-to-day management and service delivery for a portfolio of properties.  The role involves learning about project management, budget management, contractor management and health, safety and environmental compliance.

The key focus of the role will be on providing high standards of service delivery to all stakeholders, for example tenants, clients and the PAM team with regards to all aspects of facilities management. Over the course of 18 months, you will be able to complete a level 3 apprenticeship in facilities management supervision. 

The start date for this role will be January 2026. 

Alongside your day to day duties, you will complete the Facilities Management Supervisor Level 3 Apprenticeship:

• This apprenticeship prepares an individual for managing a Facilities Management service, or a group of services, which can be labelled as ‘hard’ (estate/building management) or soft (catering/cleaning/administration/security)

• The apprentice will have to provide customer service skills and be proactive in finding solutions to problems.

• All apprentices will be required to supervise others; to understand the contractual requirements and service delivery targets between their employing organisation and the client/customer in order to achieve service targets

• On and off the job training and location to be confirmed

General

• Assist with budget and cost control and an awareness of the property budget and client objectives. 

• Assist with the management of service contracts, the assessment of quotes and fees to ensure best value and deliverability.

• Assist with progress monitoring meetings, with the services maintenance contractors to monitor compliance with the contract scope of works and progress with the planned preventative maintenance activity.

• Assist with the maintenance audit regimes and safe systems of work, and actively manage continuous improvement by the contractor.

Financial

• Assist with the preparation and monitoring of the service budgets, in consultation with the Property & Asset Manager.

• Maintain proper records of expenditure and spending commitments, using appropriate technology provided.

• Making sure that works are complete so invoices can be paid.

Contractors and Staff

• Assist with regular meetings and inspections with both contractors and consultants. 

• Seek greater efficiencies and better work practices in order to improve the quality of service delivery to occupiers. 

• Assist with the monitoring and assess the performance of contractors at the property and take effective early action to address any shortcomings.

• Assist with preparation of contractor health and safety information exchange information.

Occupiers

• Maintain good relations with all occupiers.

• Assist with preparation of ad hoc reports as required for issue to internal and external parties

Health & Safety

• Report on condition of Health and Safety compliance within your building(s) – following procedure and checklist.

• Ensure you, and any on site staff, are fully conversant with Newmark, Safety, Health & Environmental (SHE) policies and any operational procedures made under these relevant to their role. 

• Undertake regular checks of contractor site logbooks and ensure all H&S records are being correctly maintained and are fully up to date and complete at all times.

• If required, to co-operate fully and promptly with any accident investigation.

About You

Skills and Behaviours

• Active team player 

• Strong communication skills, both verbal and written

• Good numerical skills including computer literacy (Excel, Word, MS Outlook)

• Ability to work alone or as part of a team

• Good level of organisational and administrative skills

• Attention to detail

• Able to use initiative and take responsibility

Experience / Education / Qualifications

• GCSE or equivalent Maths and English (Grade 4 and above)

Preferred

• Driving License