Operations Support Coordinator

Operations Support Coordinator

London, W1F 7JT Hybrid / Remote
Pareto FM
Full-Time | 40 Hours Per Week (Flexible between 8am – 5pm)

Pareto FM are looking for a highly organised and proactive Operations Support Coordinator to join our team in London

This is a fast-paced support role where you’ll play a key part in keeping operations running smoothly across a busy client account. You’ll work closely with engineers, subcontractors, the Account Manager, and the client to coordinate reactive works, compliance tasks, reporting, and day-to-day administration.

This role would suit someone who enjoys organisation, problem solving, and working in a collaborative facilities management environment.

The Role

As Operations Support Coordinator, you’ll support the operational delivery of FM services across the account, helping to manage reactive jobs, planned maintenance scheduling, subcontractor coordination, and compliance administration.

You’ll be central to the communication flow between the client, engineering teams, subcontractors, and management — ensuring tasks are tracked, completed, and documented accurately.

What You’ll Be Doing

• Monitoring the client inbox and responding to queries professionally

• Inputting and tracking reactive jobs through the CAFM system

• Monitoring open jobs and chasing updates from engineers and subcontractors

• Allocating reactive works and PPM tasks to engineers and contractors

• Raising purchase orders for engineers and operational teams

• Ensuring subcontractor PPM visits are booked in on time

• Attending client meetings where required

• Scanning and uploading compliance documentation and certificates

• Closing completed jobs and ensuring paperwork is correctly recorded

• Reviewing documentation and escalating issues to the Account Manager

• Supporting reporting, including helpdesk statistics and trends

• Coordinating inspections and compliance visits with subcontractors

• Following up on paperwork and certification for completed works

• Raising remedial works following inspections or maintenance visits

• Processing quotations and obtaining costs from engineers or subcontractors

• Reviewing subcontractor RAMS for completeness and suitability

• Identifying opportunities for process improvement and operational efficiency

What We’re Looking For

• Previous administrative experience within a fast-paced environment

• Previous helpdesk or FM support experience desirable

• Experience coordinating or overseeing subcontractors

• Strong organisational and administration skills

• Excellent IT skills including Microsoft Office

• Strong communication skills with a professional telephone and email manner

• Excellent attention to detail and ability to prioritise workload

• Proactive, reliable, and solutions-focused approach

Why Join Pareto FM?

• Join a supportive and collaborative operational team

• Varied role with exposure to FM operations and compliance processes

• Opportunity to develop within a growing facilities management business

• Fast-paced environment where your organisation and coordination skills make a real impact