Facilities and Office Services Coordination

Introduction

Clean, safe, well-equipped and efficiently run workplaces do not happen by accident. Behind them are administrative and facilities coordinators who manage maintenance requests, contractors, space, equipment, security, supplies and moves, while keeping costs under control and employees satisfied.

This Facilities and Office Services Coordination training course provides practical skills for coordinating the services that keep offices working. Participants learn how to plan and schedule maintenance, manage service contracts and suppliers, coordinate space and moves, support health, safety and security requirements, and handle employee requests efficiently.

The course also introduces budgeting, service level management, sustainability practices and simple technology tools that help coordinators deliver reliable, professional workplace services.

Course Objectives

By the end of this training course, participants will be able to:

• Describe the scope of facilities and office services in modern organisations
• Manage maintenance requests and planned maintenance schedules
• Coordinate cleaning, security, catering and other outsourced services
• Monitor supplier performance using service level agreements
• Plan office space, layouts and moves with minimal disruption
• Support workplace health, safety, fire and security arrangements
• Control facilities budgets and identify cost savings
• Introduce sustainable and digital practices in office services

Target Audience

This training course is suitable for a wide range of professionals, including:

• Facilities coordinators and officers
• Office managers and administrators
• Building and site administrators
• Procurement staff managing service contracts
• Health and safety coordinators
• Executive assistants with facilities responsibilities
• Professionals moving into facilities management

Training Methodology

Participants learn through practical case studies, planning exercises, contract and service level reviews and group problem-solving. Real workplace scenarios such as an office move, a supplier failure and an emergency evacuation are used to develop coordination skills.

Target Competencies

• Facilities service coordination
• Maintenance planning
• Supplier and contract management
• Space and move planning
• Workplace safety support
• Facilities budgeting

Day One: Introduction to Office Services

• Scope of Facilities and Office Services: Hard and soft services
• The Coordinator's Role: Responsibilities and key relationships
• Understanding Workplace Users: Needs and expectations
• Service Delivery Models: In-house, outsourced and integrated services
• Help Desk and Request Management: Logging, prioritising and tracking
• Communicating with Building Users
• Case Study: Reviewing service problems in a busy office building

Day Two: Maintenance and Building Operations

• Reactive and Planned Maintenance: Balancing priorities
• Maintenance Schedules: Equipment, systems and statutory inspections
• Working with Contractors: Permits, supervision and quality checks
• Asset and Equipment Registers: Keeping accurate records
• Utilities and Energy: Monitoring consumption and reducing waste
• Building Systems Awareness: Lighting, heating, cooling and access
• Practical Exercise: Building a planned maintenance calendar

Day Three: Suppliers and Service Contracts

• Specifying Services: Clear scopes for cleaning, security and catering
• Service Level Agreements and Key Performance Indicators
• Supplier Meetings and Performance Reviews
• Handling Poor Performance: Escalation and corrective actions
• Contract Renewals and Tendering Basics
• Cost Control: Monitoring invoices and avoiding overspend
• Workshop: Drafting service levels for a cleaning contract

Day Four: Space, Moves and Workplace Change

• Space Planning Basics: Occupancy, layouts and flexible working
• Desk Booking and Hybrid Workplace Arrangements
• Planning an Office Move: Timelines, responsibilities and communication
• Furniture, IT and Equipment Coordination
• Minimising Disruption During Works and Relocations
• Accessibility and Inclusive Workplace Design
• Practical Exercise: Developing an office move plan

Day Five: Safety, Security and Sustainability

• Workplace Health and Safety Responsibilities for Coordinators
• Fire Safety and Evacuation Arrangements
• Physical Security: Access control, visitors and keys
• Business Continuity: Responding to building incidents
• Sustainability in Office Services: Waste, recycling and green procurement
• Facilities Reporting: Indicators for management
• Action Plan: Improving office services in participants' workplaces