Who We Are:
At CEA CAPA, we believe that studying and interning abroad is a transformative experience that goes beyond academics. By immersing oneself in a new culture and community, students gain valuable skills and perspectives that can shape their future. That's why we're committed to providing unparalleled academic, professional, and cultural experiences abroad, with a focus on student support every step of the way.A sense of belonging is fundamental to the mission, structure, and operations of CEA CAPA.
We strive to provide a work environment that celebrates difference and is free of implicit and explicit bias. We seek to hire employees representing diversity in all forms and work to support all employees to achieve at the highest level. Employment is based on a person’s professional qualifications and competence.
Your Role:
The Facilities Coordinator plays an essential role in managing the day-to-day operations of facilities for the London Centre. This role is responsible for maintaining a safe, well-functioning, and welcoming environment for students and staff, ensuring that all facilities are in excellent condition, and supporting a great student experience. The Facilities Coordinator will work closely with external stakeholders and other London departments to oversee maintenance, repairs, and general upkeep of the Centre.
They will proactively create a positive learning and work environment for students, faculty, and staff.
What You’ll Do:
London Centre Facilities:
- Oversee general maintenance and upkeep of facilities, ensuring safe and clean conditions for students and staff. Take pride in upholding the highest standards of cleanliness, presentation and health and safety at all times. Take pride in upholding the highest standards of cleanliness, presentation, and health and safety at all times.
- Serve as the primary contact for building maintenance issues, collaborating with the Centre Director to resolve issues quickly and efficiently. Work with external vendors and maintenance teams to schedule repairs and upkeep tasks.
- Open the study center before classes ensuring it is ready with a clean and organised appearance for students, faculty and visitors OR close up the study centre at the end of the day – resetting learning environments, turning off equipment, locking classes, setting security and closing the building.
- Conduct regular inspections of facilities and report on their status, recommending improvements as necessary and ensuring compliance with health and safety regulations. Document facility usage, repairs, and improvements in reports for management review.
- Oversee the Centre Compliance Calendar by conducting building checks related to maintenance and health and safety, while also monitoring inspections and tasks performed by external contractors.
- Ensure compliance with Fire Safety protocols by regularly checking that emergency exits, alarms, and safety equipment are fully functional and up-to-date. Organise and conduct bi-annual fire drills.
- Participate in emergency responses by resolving facility-related emergencies.
- Be the designated point of contact for all regulatory audits.
- Maintain accurate records of invoicing related to Overheads and CAPEX expenditures.
Cross-Departmental Support:
- Assist in the planning and coordination of on-site events and student activities, ensuring all facilities are prepared and equipped.
- Prepare and host all external and internal meetings in the center, including site visits – e.g. room set up, catering, welcome materials. Assist with hotel and flight bookings where necessary.
- Undertake reception desk duties, welcoming visitors to the centre, and handling inquiries related to facilities
- Be part of the emergency phone rotation for student support.
- Manage and maintain staff room refreshments daily and keep stationary stocked
- Liaising across departments to ensure smooth daily operations. Participate in cross-departmental meetings focusing on program updates, scheduling and staffing.
- Serve as the primary point of contact for students, addressing questions and providing information about resources and general inquiries.
- Assist with student arrivals, orientations and related tasks.
- Ensure all program materials are up-to-date and accessible to students. Participate in the rota for students’ newsletter.
Starting Salary: £28,000
What Makes a Great Candidate:
Person Specification
- Authorization to work in the UK.
- Commercial and administrative acumen.
- Proactive approach to accountabilities.
- Creative and solutions oriented.
- Skilled negotiator.
- Resilient and adaptable.
- Deadline-oriented.
- Ability to work well across diverse roles and teams.
Qualifications and Experience
- Qualifications or equivalent experience in facilities management.
- Strong organizational skills with the ability to manage multiple priorities.
- Proficiency in Microsoft Office and comfort with IT troubleshooting; familiarity with facilities management software is a plus.
- Excellent communication skills, with fluency in spoken and written English.
- Commitment to supporting a safe, inclusive, and well-maintained environment for students and staff.
- First Aid and/or Fire Marshal trained is a plus
We believe great talent comes in many forms and that there is no one size fits all in hiring. If you feel you may be a great fit for this role but do not check all of the boxes, we encourage you to apply and show us why you're the right candidate for this position. NB 1: This role profile is intended to provide an overview of the key responsibilities and qualifications for the position. It is not exhaustive, and the role holder may be required to perform additional tasks and duties as directed by leadership.
Consequently, CEA CAPA reserves the right to modify this role profile in accordance with evolving business needs and local legislation.NB 2: Applications are reviewed on a rolling basis, and interviews may be conducted throughout the recruitment period. We encourage interested candidates to apply as soon as possible.Our commitment to creating a sense of belonging means we welcome individuals of all abilities, ages, citizenships, educations, ethnicities, family statuses, gender identities, genders, genetic information, languages, marital status, military experiences, political views, pregnancy, races, religions, sexes, sexual orientations, socioeconomic statuses, and work experiences and therefore we encourage applicants from diverse lived experiences to apply.
