Facilities Coordinator

Company Description

Creating the Extraordinary, Together.

Fremantle is a powerhouse of the TV and Film industry. We are one of the world’s largest and most successful creators, producers and distributors of Entertainment, Drama & Film and Documentaries.

From critically acclaimed dramas like The Responder, starring Martin Freeman, award winning films including Paolo Sorrentino’s Oscar nominated The Hand of God to incredible entertainment like The Rap Game, Too Hot to Handle, The Apprentice and Britain’s Got Talent, we make shows with global appeal.

Our purpose

We are driven by a shared purpose of Creating the Extraordinary, Together. We tell stories that connect people around the world, reflecting and celebrating the diversity of the world we live in. Through compelling, irresistible entertainment, we aim to engage and inspire our audiences. To achieve this, we bring together people from all backgrounds and cultures, both in our teams and on our shows. We are committed to creating opportunities for talent by being inclusive in all that we do.

Job Description

We are looking for a Facilities Coordinator to join an enthusiastic and dynamic Facilities Management Team looking after the Fremantle Global Headquarters based at 1 Stephen St in London.

The Coordinator will assist with implementation of operational facilities delivery for the Fremantle headquarters in line with the needs of its users whilst operating within Company values and financial boundaries set. The role also holds responsibility for AV provision across the HQ and onsite events, working closely with the IT team on any AV/IT related items that cross into Facilities and Operations services.

The workplace is varied with formal and informal internal customers, as both the Global Senior Management and various productions are based on site.

The role is predominantly office based.

Here you’ll get to:

• Work as part of the team to deliver day to day Facilities service (all hard and soft services)
• Monitor the Facilities Helpdesk including answer calls and emails, record jobs and ensure they are completed appropriately
• Ensure all requests are within set cost boundaries, escalate any requests that incur additional costs
• Manage and administer the access control system, including issuing, amending and deactivating passes, maintaining accurate user records, and configuring access levels and time schedules in line with security requirements
• Produce regular data reporting from the access control system to support management oversight, audits and compliance requirements
• Complete floor walks, identify and log any issues that need addressing
• Instruct Facilities works and follow up all within agreed timeliness
• Escalate any issues to Facilities Manager for resolve
• Take day-to-day ownership of AV equipment and systems across the HQ (meeting rooms, boardrooms, and communal/event spaces), completing regular checks and ensuring everything is tested and fault-free ahead of use
• Provide first-line AV support to staff, troubleshooting issues as they arise and escalating more complex faults appropriately
• Act as the key point of contact between Facilities/Operations and the IT team on AV/IT related items, ensuring a joined-up approach to installs, faults and support where responsibilities cross over
• Maintain an inventory of AV equipment across the HQ, flagging maintenance, repair or replacement needs to the Facilities Manager and IT team in good time
• Support onsite events, managing all required data gathering, scheduling Hub churn, ensuring RAMs and safety documents are completed and approved, and coordinating AV setup, testing and on-the-day support in conjunction with the IT team
• Develop and maintain strong relationships with key relationships and contacts
• Perform First Aid and Fire warden duties
• Ensure all H&S standards are met for the Facilities Function, ensure RAMS are in place if required
• Any other duties and ad hoc tasks as required

Qualifications

Required

• Some Experience in Facilities Management
• Excellent written skills on and offline, with a digitally-curious mind
• Strong IT skills - MS Office (Word, Excel, PowerPoint etc.) 
• Working knowledge of AV equipment and systems (screens, video-conferencing, sound), or a willingness to learn
• Highly organised and self-motivated
• Ability to work individually and as part of a busy team
• Flexible approach with a positive and proactive can-do attitude
• Resilient and proactive with a flexible approach to daily workload

Desirable

• Experience with dealing with customers 
• Experience working alongside IT teams on shared AV/IT infrastructure or providing technical support at live events
• Experience managing deadlines
• Fire Safety qualification
• First Aid and Defibrillator trained