Mobilisation Coordinator

Arrange and coordinate meetings, prepare agendas, circulate papers and record minutes. Liaise with internal teams (HR, IT, Finance, Commercial, HSEQ, Procurement) and external stakeholders to ensure deliverables are met.

Assist the Lead Mobilisation Manager with DBS processing and prepare induction packs, maintain training records, and coordinate logistics for training sessions.

Support Procurement Manager on subcontractor quotes, raising of purchase orders and termination letters.

Assist the Lead Mobilisation Manager with maintain project documentation such as mobilisation plans, contracts, risk registers and compliance checklists. Support data entry into CAFM and document management systems. Ensure accurate data entry and maintain version control within CAFM and document management systems.

Ensure all statutory, contractual and company requirements are met prior to service commencement, including H&S, risk assessments, insurances and safeguarding checks.

Raise purchase orders, track deliveries and liaise with suppliers to support equipment and mobilisation logistics. Maintain procurement logs and file supporting documentation.

Participate in pre and post mobilisation reviews and lessons learned workshops by preparing documentation, capturing feedback, and updating records for future reference.

Provide daily support to the Lead Mobilisation Manager, including diary management, meeting scheduling, minute taking and action tracking. Support with correspondence, file management, and maintaining trackers to ensure actions are closed out.

The Mobilisation Coordinator provides dedicated administrative support to the Lead Mobilisation Manager. Working closely with the Lead Mobilisation Manager, this role helps manage diaries, prepare documentation, track actions, and maintain records to ensure compliance with internal processes and client requirements. By keeping everything organised and on schedule from contract award through to steady state delivery, the Mobilisation Coordinator plays a key part in helping maintain control, meet deadlines, and deliver a professional service from day one.

Support CAFM system setup, asset data migration, IT equipment allocation and mobile workforce enablement in collaboration with relevant teams. Assist with data entry and record maintenance rather than technical setup.

Minimum of GCSEs (or equivalent) in English and Maths – essential

Confident communicator with excellent interpersonal skills.

Proven experience within an administrative or coordination role, ideally within facilities management.

Health and Safety training (e.g. IOSH Managing Safely) – desirable

Experience in maintaining accurate records, trackers and logs to support compliance and delivery.

Strong organisational skills with the ability to prioritise competing tasks in a fast paced setting.

Project coordination, administration or FM-related qualifications – desirable

Proactive and solutions focused, with a can do attitude

Adaptable, flexible and resilient under pressure

Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook); experience with CAFM systems for data entry and reporting is desirable.

In addition to an attractive salary and benefits package, we support further personal growth and development.

Among many support services our enhanced family friendly package includes: Men’s and Women’s health, fertility support, maternity, paternity and shared parental leave, fostering leave, menopause support, carer leave, surrogacy and adoption support.

We recognise that creating a diverse and inclusive environment that nurtures our employees and encourages them to bring their best and whole self to work is crucial.