Facilities and Procurement Coordinator

Company: Victoria College of Arts and Design

Job Title: Facilities and Procurement Coordinator

Employment Type: Full-time

Salary Range: £28,000 – £32,000 per annum

Working Schedule: Monday to Friday, 8:30am – 4:30pm (Occasional evenings and weekends, including Saturdays/Sundays, as may reasonably be required)

Location: Canary Wharf, London, E14, UK

Job Overview

The Facilities and Procurement Coordinator is responsible for ensuring the smooth and efficient day-to-day operation of the Canary Wharf campus, providing a safe, well-maintained, and supportive environment for both staff and students.

This role focuses on coordinating key operational areas including facilities management, maintenance, health and safety, security, IT functionality, and sustainability initiatives. The Facilities and Procurement Coordinator plays a pivotal role in maintaining an environment conducive to effective learning and working, ensuring that campus operations run seamlessly and in compliance with organisational policies and statutory requirements.

Key Responsibilities

Campus Operations & Facilities:

• Coordinate and oversee the effective delivery of campus operations, including facilities maintenance, cleaning, security, and IT functionality.
• Ensure all classrooms and office spaces are fully resourced, in good working order, appropriately set up, and maintained to a high standard of cleanliness and presentation.
• Monitor, order, and coordinate office supplies, campus resources, refreshments, and catering as required.
• Maintain an up-to-date inventory of all campus equipment, supplies, and orders.

Procurement & Supplier Coordination:

• Coordinate day-to-day procurement activities for campus-related goods and services in line with institutional policies and approval processes.
• Act as the first point of contact for procurement requests from academic and professional services teams, ensuring requirements are clearly defined and appropriately authorised.
• Obtain quotations, liaise with approved suppliers, and support value-for-money purchasing decisions in line with budgetary controls.
• Raise purchase orders and track orders through to delivery, ensuring goods and services are received, recorded, and invoiced accurately.
• Maintain an up-to-date register of suppliers, contracts, and service agreements relevant to campus operations.
• Coordinate with Finance and central Procurement (where applicable) to ensure compliance with institutional procurement policies and financial regulations.
• Monitor procurement timelines and proactively follow up on delayed orders or supplier issues.
• Support contract renewals and supplier performance reviews for facilities, maintenance, IT, and other operational services.

Health, Safety & Compliance:

• Ensure compliance with health and safety legislation, including risk assessments, emergency procedures, and statutory requirements.
• Test the fire alarm on a weekly basis and ensure appropriate records are maintained.
• Report any concerns relating to maintenance, procurement, or health and safety promptly to the Campus & Facilities Manager.

Security & Access:

• Act as the primary key holder for the campus and ensure the secure and timely opening and closing of the site as required.
• Support the implementation of campus security procedures and access protocols.

Communication & Support:

• Ensure staff and students are kept informed of any facilities-related issues, changes, or procedures.
• Work collaboratively with the VCAD Student Services team to promote a culture of consistent and high-quality student support.
• Provide practical and operational support to the Campus & Facilities Manager as requested.

Events & Reporting:

• Assist with campus events such as inductions, workshops, and other institutional activities as required.
• Provide regular written and verbal reports to the line manager, as requested.

Qualifications & Experience Requirements

• Previous experience in facilities coordination, campus operations, resources management, or a similar role.
• An understanding of the Higher Education sector and its operational environment.
• Knowledge of health and safety legislation and associated statutory regulations.
• Ability to manage multiple tasks and priorities simultaneously.
• Strong communication and interpersonal skills.

Benefits

• Annual leave (7.2 weeks)
• Workplace pension scheme.
• Company Sick Policy.
• Statutory maternity/paternity pays.
• Career development opportunities
• Training and self-development opportunities.
• Gym membership discounts
• Retail discount schemes
• Cinema discounts
• Grocery discounts
• Cycle to work
• Investing and savings opportunities
• Financial wellbeing – personal debt advise.
• Financial wellbeing education
• My Mind Pal (mental fitness)