Contract Coordinator

Richard Irvin FM Limited; City of Edinburgh; On-site; GBP 32,000 - 39,000; Full time

Benefits offered by this job

Salary up to £35,000

Company Pension

Job summary

Richard Irvin, an RS K Group company, based in Edinburgh, seeks a Contract Coordinator for a full-time, permanent role. You will support the delivery of a fully managed FM contract, coordinating PPM activities and ensuring smooth communication between client, service partners and internal FM teams.

Schedule PPM visits, ensure documentation and certifications are complete, and resolve scheduling conflicts with engineers and subcontractors.

Qualifications

• Experience in facilities management, helpdesk, or coordination roles.
• Strong organisational and administrative skills.
• Excellent communication abilities.
• Proficiency with CAFM systems.

Responsibilities

• Schedule, coordinate, and monitor all PPM visits in line with contract requirements.
• Ensure all PPM activities are completed on time with proper documentation and certification.
• Liaise with engineers, subcontractors, and internal stakeholders to confirm access and resolve scheduling conflicts.
• Maintain the PPM planner, keeping it accurate and up to date.

Skills

FM coordination

Organisational skills

Communication skills

Tools

CAFM systems

Job description

The Vacancy

Richard Irvin an RSK Group company are recruiting for a Contract Coordinator to join the team based in Edinburgh. This is a full-time, permanent position.

Our team of engineers, operations staff, project managers and compliance specialists are trained to start with our clients’ individual needs and work outwards from there. Our experts have extensive experience of advising and leading FM contracts and projects in both the public and private sectors and across industries. Our team is based throughout the UK – meaning you’re never too far from the help you need.

The Contract Coordinator plays a key on-site role in supporting the successful delivery of a fully managed Facilities Management (FM) contract. This position is responsible for coordinating all planned preventative maintenance (PPM) activities, managing reactive callouts, maintaining accurate contract documentation, and ensuring smooth communication between the client, service partners, and internal FM teams.

Responsibilities

• Schedule, coordinate, and monitor all Planned Preventative Maintenance (PPM) visits in line with the contract requirements.
• Ensure all PPM activities are completed on time, with correct documentation and certification received, reviewed, and filed.
• Liaise with engineers, subcontractors, and internal stakeholders to confirm access arrangements and resolve scheduling conflicts.
• Maintain the PPM planner, ensuring it remains accurate and up to date.

Qualifications and Experience

• Experience in a facilities management, helpdesk, or coordination role.
• Strong organisational and administrative skills.
• Excellent communication abilities.
• Proficiency with CAFM systems.

Salary and Benefits

• Salary depending on experience - up to £35,000
• Company Pension

#coordinator #RSKfamily #recruitment

About Us

At Richard Irvin, we create safer, smarter, greener places to live and work. We deliver this through our teams of engineers, operations staff, project managers and compliance specialists who are trained to attune our services to meet our clients’ project goals. Our experts’ extensive experience in advising and leading projects for public and private clients further enables our proficient services that cover multiple sectors, including various industries. We have a UK-wide geographic reach, so no projects are out of our reach.

Our clients include TotalEnergies, National Libraries of Scotland, Erskineand the multiple Scottish local councils, commercial landlords, housing associations, managing agents, national facilities management businesses, hotel chains and leisure establishments. Our energy services include building energy management systems, heat pumps and solar and renewable solutions. Our engineers maintain, repair and improve more than 62,000 commercial and domestic UK properties, including heating, ventilation, air conditioning, electrical, lighting, detection, renewable systems, fabric and specialist services, often delivered as complete facilities management packages.

Richard Irvin is part of the RSK Group, a leading integrated environmental, engineering, and technical services business providing dynamic, multidisciplinary services to a wide range of sectors. RSK was founded in 1989 and has grown considerably since then.

At RSK, we operate as a group of businesses that work together seamlessly, aiming for growth through diversification. Our strategy helps us build a strong and resilient business, capable of weathering external challenges, while also providing greater value to our clients and more opportunities for our employees.

Since the beginning, our philosophy has remained the same: employ, develop and reward talented individuals. People are crucial to our company, and we recognise that our success hinges on our colleagues' growth. We're committed to preserving RSK's people-first culture, promoting innovation, and fostering a supportive and caring environment for collaboration. At RSK, we want you to be part of our successes and help you reach your career aspirations. We take pride in offering employees fulfilling and challenging careers by promoting ongoing growth and empowering individuals to excel.

We are committed to fostering an inclusive workplace that welcomes individuals from all backgrounds, experiences, and perspectives. We firmly believe that embracing and celebrating the diversity in our workforce makes us a stronger and more innovative company.

By providing workplace adjustments, we make it easier for people to confidently explore and pursue our career opportunities and recognise that flexibility is key to fostering a dynamic and thriving workplace. Many of our office-based positions benefit from a flexible working arrangement, allowing our team members to achieve a balance between professional and personal commitments.

We actively encourage applications from candidates of all genders, races, ethnicities, ages, neurotypes, religions or beliefs, sexual orientations, and those with disabilities.

If you're passionate about making a difference, join us as we work together to build a brighter, more equitable, and sustainable future for all. Do you have what it takes?