Construction & Facilities Coordinator

We are a global hospitality company with a passion for service! HMSHost offers the size, resources, training, and advancement opportunities you need to reach your most important career goals.

We believe in a culture of engagement. We strive to practice behaviors that set all associates up for success. We foster a culture of appreciation, caring and inclusion. We also believe in being the best version of yourself that you can be. We support this with competitive wages, robust benefits and recognition for a job well done.

HMSHost managers are coaches, guiding their teams to achieve great results while having fun and making a difference every day. Our managers show their passion for service and hospitality, are open to different ideas and perspectives, can adjust to the pace of our business, and serve the needs of our associates, guests, brands and other stakeholders.

What is the role? 

As a Construction & Facilities Coordinator you will provide essential administrative, coordination and systems support to ensure the efficient operation of the Access Maintain service desk and all related property, maintenance and construction systems. This role is a key part of the Construction & Facilities team, ensuring accurate data management, smooth workflow of maintenance activities, and effective communication between internal teams, suppliers, and contractors.

Hybrid working is available, with regular site visits required.

Main Duties will include but not limited to: 

Systems & Administration:

• Manage and maintain all property and maintenance systems, including:
• Access Maintain (Reactive & PPM)
• Asset Register
• Houselist (up-to-date contact details)
• Property SharePoint
• OPC Finance system
• Invoicing platform
• Ensure all systems are consistently accurate, up to date, and reflect live status of works, assets, contracts and data.
• Produce reports for the UK Head of Construction & Facilities as needed.
• Support the monitoring of supplier/contractor service level agreements (SLAs).

Reactive Maintenance Coordination: 

• Raise and track reactive work orders.
• Coordinate uplifts where required and track through to completion.
• Manage approvals, payments and invoicing processes.
• Communicate with contractors and managers to ensure swift issue resolution.

Project Handover & Asset Management: 

• Support handover of new sites and refurbishments into maintenance systems.
• Set up PPM schedules for new sites.
• Add new equipment to the asset register.
• Maintain accurate, updated house list information.
• Coordinate movement of equipment between sites and ensure relevant PPM work is completed.

Planned Preventative Maintenance (PPM)

• Ensure statutory and preventative PPM schedules are accurately maintained in Access Maintain.
• Chase late visits, outstanding actions, and missing certification.
• Support permit coordination where required.

The right candidate will have:

• Experience in business administration and/or service desk coordination (ideally in facilities or property management).
• Understanding of service desk administration principles.
• High proficiency in Microsoft Office suite (Excel, Outlook, Word, PowerPoint).
• Strong capability with online asset management and service desk systems.
• Confident working with financial administration tools and processes.
• Strong written and verbal communication skills.
• Effective team player with a collaborative mindset.
• Commercial awareness and customer-focused approach.
• Ability to manage time, prioritise tasks and follow through to completion.
• Flexible, with occasional travel required.

Your Data & Privacy

By asking you to submit your CV, HMSHost requests that you only include personal data that is necessary and relevant to the job which is being applied for. We will use your data for recruitment purposes only and will keep your details for one year following the date of your application. For more information, please ask for a copy of our Recruitment Privacy Policy.

At Avolta, we are committed to ensuring our recruitment process is inclusive and accessible for everyone. If you require any reasonable adjustments throughout the recruitment process, please let us know and we will do our best to accommodate your needs.

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We look forward to connecting with you soon!