Facilities Management Coordinator

Andy File Associates are acting as a recruitment agency on behalf of our client with regards this permanent position.

Facilities Management Coordinator (Invoicing & Subcontractor Administration)

Overview

The Facilities Management Coordinator is responsible for supporting the smooth operation of facilities services by managing invoice processing, maintaining accurate financial records, and serving as a key communication link between clients, subcontractors, and internal teams. This role ensures timely payment, compliance with contract terms, and high-quality service delivery.

Key Responsibilities

Invoicing & Financial Administration

• Prepare, review, and process invoices for facilities services in accordance with company procedures and contract requirements.
• Track purchase orders, delivery notes, work orders, and service reports to ensure billing accuracy.
• Monitor and reconcile accounts payable and accounts receivable related to facilities operations.
• Maintain up-to-date records of all invoicing activities, payment status, and financial documentation.
• Follow up on outstanding payments with clients and escalate issues where necessary.
• Verify subcontractor invoices against agreed rates, completed works, and supporting documentation.

Subcontractor & Supplier Coordination

• Liaise with subcontractors to obtain quotes, confirm job completion, and resolve invoice discrepancies.
• Ensure subcontractors meet compliance requirements, including insurances, certifications, and health & safety documentation.
• Maintain an approved supplier list and update subcontractor information as required.

Client Relationship Management

• Act as a point of contact for client queries relating to billing, scheduled works, and service updates.
• Provide timely and accurate reporting on work progress, invoicing status, and cost tracking.
• Support the preparation of client-facing documents such as monthly reports or financial summaries.

Facilities Support

• Assist with scheduling planned and reactive maintenance activities.
• Maintain asset logs, service records, and contract documentation.
• Support the Facilities Manager with general administrative tasks and coordination as needed.

Skills & Competencies

Essential

• Strong experience in invoicing, accounts administration, or financial coordination.
• Knowledge of facilities management processes and subcontractor workflows.
• Excellent communication and relationship-building skills.
• High attention to detail with strong numerical accuracy.
• Proficiency with MS Office (especially Excel) and finance/CAFMs systems.
• Ability to manage multiple deadlines and prioritise workloads effectively.

Desirable

• Experience working within facilities management, property services, or construction.
• Understanding of compliance requirements (H&S, contractor documentation).
• Familiarity with purchase order systems and service-level agreements.

Qualifications

Minimum: GCSEs/A-Levels or equivalent.

Preferred: NVQ or diploma in Business Administration, Facilities Management, or related field.

Financial administration certifications advantageous.

Personal Attributes

Proactive and organised with a problem-solving mindset.

Professional, customer-focused attitude.

Able to work independently and collaboratively.

Integrity in handling financial information and sensitive documentation.

Hours 9am - 5pm with some flexibility on hours.