Facilities Coordinator

Search Consultancy LTD; Glasgow; On-site; GBP 25,000 - 35,000; Full time

Job summary

Search Consultancy LTD is seeking a Facilities Coordinator in Glasgow to support the day-to-day operations of our facilities services. You will work closely with the Building manager, ensuring smooth operations and efficient issue resolution in a fast-paced environment.

The role is based in our Glasgow office, with standard Monday to Friday hours from 8:30am to 5:30pm and a focus on maintaining compliance, records, and tenant relations. A proactive and organised approach is essential.

Qualifications

• Excellent written and verbal communication skills.
• Strong organisational and time management abilities.
• Proactive, team-oriented approach with the ability to prioritise tasks.
• Experience in facilities management or similar role is desirable.

Responsibilities

• Act as the primary contact for tenants, contractors and suppliers.
• Coordinate maintenance requests from report to completion.
• Arrange routine property inspections, move-ins and move-outs.
• Respond to tenant queries and resolve day-to-day property issues.
• Maintain accurate property records and documentation.
• Identify operational challenges and implement practical solutions.
• Oversee daily activities including security, maintenance and cleanliness.
• Manage tenant relationships and ensure lease adherence.
• Handle customer and employee issues and complaints.

Skills

Communication

Organisational skills

Teamwork

IT literacy

Tools

Microsoft Office

Microsoft Teams

Job description

Facilities Coordinator

Glasgow | Full-Time | Permanent Opportunity

Are you an organised and proactive administrator looking to build a long-term career within facilities management? My client is seeking a Facilities Coordinator to join their busy and supportive team on a permanent basis.

This is an excellent opportunity to become a key part of a well-established organisation, supporting the smooth day-to-day operation of facilities services while developing your skills within a fast-paced and rewarding environment. You will work directly with the Building manager to ensure the smooth running of the day to day operations.

The successful candidate will be based in the Glasgow office, working Monday to Friday, 8:30am to 5:30pm.

Key Responsibilities

Property & Portfolio Management/ Operations Management:

• Act as the primary point of contact for tenants, contractors, and suppliers.
• Manage and coordinate maintenance requests from initial report through to completion.
• Coordinate routine property inspections, move-ins, and move-outs.
• Respond to tenant queries and resolve day-to-day property issues efficiently.
• Maintain accurate property records and documentation.
• Identify operational challenges and implement practical solutions.
• Support the ongoing improvement of business systems, processes, and efficiencies.
• Oversee daily activities, including security, maintenance, cleanliness, and efficiency.
• Manage tenant relationships, ensuring satisfaction and adherence to lease agreements.
• Handle customer and employee issues and complaints.

Compliance Management

• Manage and monitor all statutory compliance requirements across the property portfolio.
• Track Gas Safety Certificates, EICRs, Legionella assessments, PAT testing, HMO requirements, and other property compliance obligations.
• Maintain an accurate compliance calendar and ensure all certifications remain up to date.
• Proactively manage upcoming deadlines and arrange inspections and renewals.
• Negotiate contracts with vendors and service providers.
• Ensure the safety and security of the centre and its occupants.
• Implement and maintain security protocols and systems.

About You

• Excellent written and verbal communication skills
• Experince in a similar position ideally within facilities management
• Strong organisational and time management skills, with the ability to prioritise multiple tasks effectively.
• A proactive and team-oriented approach to work.
• Good IT skills, including proficiency in Microsoft Office and Microsoft Teams.
• Previous experience in data entry, data processing, or an administrative support role.
• Strong attention to detail and a commitment to maintaining accurate records.

What's on Offer?

• A permanent position within a supportive and collaborative team.
• Monday to Friday working hours, providing a great work-life balance.
• An opportunity to develop your administration and facilities management experience.
• A varied role where no two days are the same.

Search is an equal opportunities recruiter and we welcome applications from all suitably skilled or qualified applicants, regardless of their race, sex, disability, religion/beliefs, sexual orientation or age