Facilities Supervisor – Charity

Hours: 20 hours per week

PURPOSE OF THE ROLE

The Facilities Supervisor keeps the centre running smoothly day to day. It is a hands-on, practical role that combines front-line site management and sales, IT and hardware support, procurement of everyday consumables, oversight of building suppliers, and coordination of the Evening Reception team and Sales Agent.

This role is the on-site point of contact for building and IT issues, working closely with an IT Manager who is based off site – resolving what can be fixed locally, escalating what cannot, and making sure staff are never left waiting. Alongside this, they make sure the building is well stocked, clean, presentable, set up appropriately and properly staffed outside core hours. You will oversee the room booking software and be the point of contact for those who are renting the space.

You will work together with the Sales Agent and Hub Coordinator to meet with suppliers and new clients to promote and rent out the space. Elsewhere you will support the wider team with data and reporting. Success in this role looks like a building where things simply work: equipment is running, supplies never run out, standards are visibly maintained, and reception is covered every evening by a team who know what is expected of them.

KEY RESPONSIBILITIES

1. IT support and hardware "firefighting"

• Act as the first point of contact on site for all IT issues raised by staff, triaging and logging them promptly.

• Resolve day-to-day hardware and software problems hands-on: desktops, laptops, monitors, docking stations, peripherals, printers, scanners, telephony, meeting-room and AV equipment.

• Manage consumables and spares (toner, cables, adapters, batteries, keyboards, mice) so common failures can be fixed immediately.

• Escalate faults appropriately to the IT Manager or to external suppliers and support contracts, chase them to resolution, and keep users updated.

2. Procurement and stock management

• Own the procurement of all consumables and supplies needed to run the estate, including disposables, tissues, kitchen roll, cleaning materials, washroom supplies, kitchen and refreshment items, and stationery.

• Maintain agreed stock levels, run regular stock checks, and reorder in good time so that nothing runs out.

• Source and compare suppliers, obtain quotes, and negotiate pricing to achieve value for money within budget.

• Maintain tidy, well-organised and safely stored stock areas.

3. Coordinating the evening reception team

• Coordinate and schedule the evening receptionists, producing rotas that provide full cover including holidays, sickness and peak periods.

• Act as the day-to-day point of contact for the evening team: briefing them, answering queries, and resolving issues as they arise.

• Set, monitor and maintain standards of service, presentation and security at reception.

4. Office administration support (including evening tasks)

• Carry out and oversee general administrative support such as filing, scanning, data entry, record-keeping, post handling, meeting-room preparation, room bookings and updating registers, logs and trackers.

• Maintain accurate records, spreadsheets and shared documentation relating to facilities and contractors.

• Continuously look for admin tasks and processes that can be improved, standardised or better distributed across the team.

5. Cleaning contract and estate standards

• Work closely with the contracted cleaning agency as the main day-to-day point of contact, building a strong and constructive working relationship.

• Maintain the overall presentation of the estate, addressing minor issues directly and reporting larger maintenance items to the appropriate contractor or manager.

6. General facilities and compliance support

• Support health and safety on site, including reporting hazards, keeping fire exits and communal areas clear, and assisting with routine checks and records.

• Coordinate visiting contractors: booking access, signing them in, supervising where required, and checking work on completion.

PERSON SPECIFICATION

Essential

• Experience in a facilities, office management, office coordination role.

• Practical, hands-on IT experience: confident setting up and troubleshooting everyday equipment.

• Confident with common business software and systems (e.g. Microsoft 365) and comfortable learning new tools.

• Experience of ordering supplies, managing stock levels and dealing with suppliers.

• Experience of coordinating, supervising or scheduling a team, or clear readiness to take this on.

• Excellent organisational skills, with the ability to juggle competing priorities and interruptions without losing track of routine tasks.

• A proactive, problem-solving mindset — someone who spots issues and fixes them rather than waiting to be asked.

• Strong written and verbal communication skills, particularly able to rent the spaces to interested stakeholders.

• Flexibility to work occasional evenings or out-of-hours to support the evening team.

Desirable

• A recognised IT support qualification (e.g. CompTIA A+, ITIL Foundation) or equivalent experience.

• Health and safety training, first aid or fire marshal certification.

For more information and to be personally recommended for the role, please contact our recruitment team: Yael [email protected] or Melissa – [email protected]

Code: J-02