Facilities Co-ordinator

AAB group; Glasgow; Hybrid; GBP 28,000 - 34,000; Full time

Benefits offered by this job

Hybrid working model

Private Medical Insurance

Generous annual leave

Pension provisions

Job summary

AAB group in Glasgow is seeking a Facilities Co-ordinator to oversee day-to-day building operations, reception duties, safety compliance, and contractor liaison. You will be the first point of contact for facilities queries across office locations and help ensure services run smoothly and to a high standard.

This permanent, hybrid role offers broad exposure to estates activities and stakeholder engagement within a supportive team.

Qualifications

• 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).

Responsibilities

• Facilities Operations: 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.
• Support local office and OSS function with ad hoc time sensitive administrative tasks ensuring key deadlines are met.
• Event co ordination, client and internal event planning and execution in conjunction with marketing and event team.
• Reception & Front-of-House Duties (cover): Act as first point of contact for visitors, clients, and contractors, ensuring a professional and friendly welcome.
• Manage reception desk and switchboard, answering and directing calls appropriately.
• Coordinate visitor sign-in, badges, and compliance with security procedures.
• Manage meeting room bookings, room setups, and refreshments.
• Handle incoming and outgoing post, deliveries, and couriers.
• Maintain reception and meeting areas to a high presentation standard.
• 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: Raise purchase orders and process invoices 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, HR, 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.

Job description

Facilities Co-ordinator

Application Deadline: 27 November 2026

Department: Facilities

Employment Type: Permanent

Location: Glasgow

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:

• 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
• Support local office and OSS function with ad hoc time sensitive administrative tasks ensuring key deadlines are met
• Event co ordination, client and internal event planning and execution in conjunction with marketing and event team

Reception & Front-of-House Duties (cover):

• Act as first point of contact for visitors, clients, and contractors, ensuring a professional and friendly welcome
• Manage reception desk and switchboard, answering and directing calls appropriately
• Coordinate visitor sign-in, badges, and compliance with security procedures
• Manage meeting room bookings, room setups, and refreshments
• Handle incoming and outgoing post, deliveries, and couriers
• Maintain reception and meeting areas to a high presentation standard

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:

• Raise purchase orders and process invoices 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, HR, 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

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)

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

WHAT AAB OFFER

We want you to feel supported inside and outside of work. That’s why we offer a benefits package designed for your wellbeing, lifestyle, and career.

Time Off & Family Support

• Annual leave (plus public holidays), with the option to buy or carry over leave
• Enhanced parental leave (maternity, paternity, adoption)
• Paid volunteering day to support causes that matter to you

Health & Wellbeing

• Private Medical Insurance (PMI) for you and the option to cover family members
• Employee Assistance Programme (EAP) for 24/7 mental health and wellbeing support
• Death in Service benefit

Financial Security

• Competitive pension scheme
• Life assurance policies to support you and your family

Flexible & Agile Working

• Hybrid working model
• Agile working culture that supports flexible hours and smarter working
• Modern office spaces designed for collaboration, focus, and wellbeing