Facilities Advisor

nexos; Aberdeen City; On-site; GBP 32,000 - 42,000; Full time

Job summary

Nexos Group is seeking a Facilities Advisor / Lead Coordinator to ensure safe, compliant, and efficient workplaces across all locations in the UK. You will coordinate daily operations, manage contractors, and contribute to a positive employee experience.

The role covers facilities management, compliance, office services, contractor/vendor management, and continuous improvement to enhance efficiency and performance. Strong communication and multi-priority skills are essential.

Qualifications

• Experience in Facilities, Office Management, or a similar administrative role.
• Strong organisational and coordination skills.
• Experience working with external contractors and suppliers.
• Competent in Microsoft Office applications (Outlook, Excel, Word, Teams).
• Strong communication and stakeholder management skills.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Coordinate daily operation, maintenance, and presentation of Nexos Group office facilities.
• Serve as the primary contact for facilities queries from employees, supply chain, contractors, and visitors.
• Manage planned preventative maintenance and reactive repairs.
• Liaise with landlords, building management teams, and external service providers.
• Monitor service levels and ensure suppliers deliver to agreed standards.
• Support compliance with health, safety, environmental, and workplace legislation.
• Maintain accurate records for statutory inspections, maintenance schedules, and compliance documentation.
• Support emergency response arrangements including fire safety, first aid, and business continuity.
• Ensure workplace notices, signage, and safety information remain current and visible.
• Coordinate office moves, desk allocations, and workplace set-up requirements.
• Support onboarding by preparing workspaces and equipment for new employees.
• Maintain inventories of office supplies, consumables, and equipment.
• Manage stationery and facilities-related purchasing requirements.
• Coordinate contractor access, permits, inductions, and on-site activities.
• Raise purchase orders and track facilities expenditure in line with company procedures.
• Monitor contracts and service agreements to ensure value, performance, and compliance.
• Support vendor selection, quotation reviews, and contract renewals where required.
• Identify opportunities to enhance workplace efficiency, employee experience, and facilities performance.
• Support sustainability initiatives and environmental improvement programmes.
• Assist in developing and implementing facilities procedures and best practices.
• Prepare reports and management information relating to facilities activities, costs, and performance.

Skills

Facilities & Office Management

Organisational & coordination skills

Contractor & supplier management

MS Office (Outlook, Excel, Word, Teams

Tools

Microsoft Office Suite

Job description

Job Purpose:

The Facilities Advisor / Lead Coordinator supports the effective day‑to‑day management of Nexos Group facilities, ensuring safe, compliant, and efficient workplaces across all locations. The role acts as a key point of contact for workplace services, coordinates facility operations, manages service providers, and contributes to a positive employee experience by maintaining high standards across company premises.

Key Responsibilities

Facilities Management

• Coordinate daily operation, maintenance, and presentation of Nexos Group office facilities.
• Serve as the primary contact for facilities queries from employees, supply chain, contractors, and visitors.
• Manage planned preventative maintenance and reactive repairs.
• Liaise with landlords, building management teams, and external service providers.
• Monitor service levels and ensure suppliers deliver to agreed standards.

Health, Safety & Compliance

• Support compliance with health, safety, environmental, and workplace legislation.
• Maintain accurate records for statutory inspections, maintenance schedules, and compliance documentation.
• Support emergency response arrangements including fire safety, first aid, and business continuity.
• Ensure workplace notices, signage, and safety information remain current and visible.

Office & Workplace Services

• Coordinate office moves, desk allocations, and workplace set‑up requirements.
• Support onboarding by preparing workspaces and equipment for new employees.
• Maintain inventories of office supplies, consumables, and equipment.
• Manage stationery and facilities‑related purchasing requirements.

Contractor & Vendor Management

• Coordinate contractor access, permits, inductions, and on‑site activities.
• Raise purchase orders and track facilities expenditure in line with company procedures.
• Monitor contracts and service agreements to ensure value, performance, and compliance.
• Support vendor selection, quotation reviews, and contract renewals where required.

Continuous Improvement

• Identify opportunities to enhance workplace efficiency, employee experience, and facilities performance.
• Support sustainability initiatives and environmental improvement programmes.
• Assist in developing and implementing facilities procedures and best practices.
• Prepare reports and management information relating to facilities activities, costs, and performance.

Skills & Qualifications

Essential

• Experience in Facilities, Office Management, Workplace Services, or a similar administrative role.
• Strong organisational and coordination skills.
• Experience working with external contractors and suppliers.
• Competent in Microsoft Office applications (Outlook, Excel, Word, Teams).
• Strong communication and stakeholder management skills.
• Ability to manage multiple priorities in a fast‑paced environment.

Desirable

• IOSH Managing Safely or equivalent H&S qualification.
• Facilities Management qualification or professional membership (IWFM or equivalent).
• Experience within engineering, energy, construction, or industrial environments.
• Knowledge of workplace compliance and building maintenance requirements.
• Experience using facilities management or procurement systems.

Key Competencies

• Attention to detail
• Customer service orientation
• Communication and interpersonal skills
• Problem‑solving and decision‑making
• Stakeholder management
• Commercial awareness
• Adaptability and resilience
• Teamwork and collaboration
• Proactive approach to continuous improvement

Disclaimer:

The duties and responsibilities outlined in this job description are intended to provide an overview of the general nature and level of work performed by employees within this role. It is not an exhaustive list of all responsibilities, duties, and skills required. The role holder may be required to perform other duties as assigned, which are not listed here but are necessary to meet the business needs of the company.