Facilities Administrator (with Reception Duties)

AAB; Stirling; On-site; GBP 22,000 - 28,000; Full time

Job summary

AAB is seeking a Facilities Administrator to manage the reception area, support meeting room bookings, and be the first point of contact for facilities-related queries across multiple locations in the Stirling area.

You will coordinate daily office operations, liaise with contractors, oversee safety checks, and assist with events, ensuring service levels and standards are maintained in a busy professional services environment.

Qualifications

• Previous experience in a facilities, estates, property, or operations coordination role.
• Strong organisational skills and ability to manage multiple priorities.
• Good communication skills and a proactive, customer-focused approach.
• Experience working with suppliers and contractors.
• Confident user of Microsoft Office (Outlook, Excel, Word, Teams).
• Full driving licence and access to a car.

Responsibilities

• Manage reception area, welcome visitors and clients.
• Coordinate meeting room bookings, reporting technology issues to TTech.
• Act as the first point of contact for facilities-related queries from colleagues across all office locations.
• Coordinate day-to-day building operations, including cleaning, maintenance, waste, security, utilities, and office services.
• Log, track, and manage reactive maintenance requests through to completion.
• Liaise with external contractors and service providers to ensure works are completed on time, to specification, and within agreed service levels.
• Monitor facilities standards and elevate issues where required.
• Assist and coordinate events held in the location.

Skills

Reception duties

Facilities coordination

Organisational skills

Communication skills

Supplier management

Microsoft Office

Drivers licence

Tools

SharePoint

Job description

Facilities Administrator (with Reception Duties)

Application Deadline: 27 November 2026

Department: Facilities

Employment Type: Permanent

Location: Stirling

Description

DISCOVER YOUR POTENTIAL. BUILD YOUR CAREER. JOIN US AT AAB.

AAB is a leading professional services firm operating across the UK, Ireland, and the USA. We specialise in the mid-market, supporting individuals, family businesses, and organisations with a full suite of services including audit, tax, corporate finance, payroll, people consultancy, and wealth management. With 1,000+ team members, we deliver expert support to clients all over the world.

EVERYONE HAS THE AABILITY TO SUCCEED- WE’LL HELP YOU GET THERE.

Our people are at the heart of everything we do. We succeed together as one team, building strong client relationships through passion, empathy, and straightforward advice. That’s what makes AAB different. We invest in brilliant talent across every area of the business, offering tailored training, professional qualifications, and continuous support to help you grow.

Your growth matters to us. We’ll give you the tools, encouragement, and opportunities to lead, learn, and make an impact. Guided by our six core values, we foster a culture where collaboration, trust, and enthusiasm thrive.

AABSOLUTELY DEDICATED TO HELPING YOU ACHIEVE YOUR GOALS

At AAB, your career is what you make it. We are here to help you turn ambition into action, whether that’s becoming a technical expert, a future leader, or someone who simply makes a difference every day. If you're ready to be part of a team that’s united by purpose and driven by values, we’d love to hear from you.

ESG COMMITMENT

We take our responsibility seriously. From reducing our environmental impact, to supporting education through training and talent programmes, to giving back to our local communities with our charitable initiative ABBIE- ESG is part of who we are.

ROLE PURPOSE

Key duties & responsibilities:

Facilities Operations

• Manage reception area, welcome visitors and clients
• Coordinate meeting room bookings, reporting technology issues to TTech
• Act as the first point of contact for facilities‑related queries from colleagues across all office locations as requested
• Coordinate day‑to‑day building operations, including cleaning, maintenance, waste, security, utilities, and office services
• Log, track, and manage reactive maintenance requests through to completion
• Liaise with external contractors and service providers to ensure works are completed on time, to specification, and within agreed service levels
• Monitor facilities standards and elevate issues where required
• Assist and coordinate events held in the location

Health, Safety & Compliance

• Support the delivery of Health & Safety requirements across the estate
• Assist with conducting and maintaining risk assessments, inspections, and associated action plans
• Coordinate statutory checks (e.g. fire alarms, emergency lighting, water hygiene) and maintain compliance records
• Support incident reporting and investigation processes

Contractor & Supplier Management

• Oversee invoice process in line with internal procedures
• Maintain accurate records of contractors, service agreements, and renewal dates
Support procurement of facilities‑related goods and services
• Ensure contractors adhere to site rules, H&S requirements, and agreed scopes of work

Estates & Data Management

• Maintain accurate facilities and estates data, including floor plans, asset registers, and office information
• Support the upkeep of central document repositories (e.g. SharePoint / Teams)
• Assist with reporting on facilities spend, issues, and performance

Projects & Office Changes

• Provide coordination support for office moves, refurbishments, branding works, and minor projects
• Assist with onboarding new locations or teams following acquisitions
• Support workspace changes, desk moves, and colleague requests

Stakeholder Engagement

• Work closely with IT, P&C, Finance, and external advisors to support joined‑up delivery
• Deliver a positive, responsive service to colleagues, with a strong focus on communication and follow‑through
• Support local office and OSS function with ad hoc time sensitive administrative tasks ensuring key deadlines are met

Experience & qualifications

Essential

• Previous experience in a facilities, estates, property, or operations coordination role
• Strong organisational skills with the ability to manage multiple priorities
• Good communication skills and a proactive, customer‑focused approach
• Experience working with suppliers and contractors
• Confident user of Microsoft Office (Outlook, Excel, Word, Teams)
• Full driving licence and access to a car

Desirable

• Knowledge of Health & Safety and facilities compliance requirements
• Experience working across multiple office locations
• Familiarity with CAFM systems, SharePoint, or document management platforms
• Experience in professional services or office‑based environments

Personal Attributes

• Practical and solutions‑focused
• Highly organised with strong attention to detail
• Confident dealing with a wide range of stakeholders
• Able to work independently while supporting wider team objectives
• Calm under pressure and adaptable to change

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