Facilities Coordinator

Huntswood; Glasgow; On-site; GBP 25,000 - 33,000; Full time

Job summary

Huntswood in Glasgow is seeking a highly organised Facilities Coordinator to join the team and deliver an exceptional workplace experience. You will be the primary contact for employees, visitors, clients, suppliers, and contractors, coordinating reception services, facilities management activities, client hosting, meeting room management, and general business support.

This role supports a fast-paced environment with a focus on professionalism, safety, and a welcoming workspace for colleagues

Qualifications

• Experience in facilities coordination, workplace services, reception, hospitality, or a similar customer-facing support role.
• Strong administrative and organisational capabilities.
• Proficiency in Microsoft Office applications.
• Excellent written and verbal communication skills.
• Experience working with multiple stakeholders and service providers.
• Experience supporting workplace health and safety activities.
• Knowledge of facilities management processes and workplace operations.
• Experience in a corporate or professional services environment.

Responsibilities

• Deliver a professional, welcoming, and positive experience for employees, visitors, and clients.
• Ensure workplace areas are maintained to a high standard and reflect the company's professional image.
• Act as an ambassador for the workplace, promoting a positive office environment.
• Support the day-to-day operation of workplace and facilities services.
• Coordinate maintenance activities, repairs, and workplace service requests.
• Liaise with building management, contractors, and service providers to ensure issues are resolved efficiently.
• Manage front-of-house operations and visitor management processes.
• Coordinate meeting rooms, ensuring they are prepared and equipped for internal and client meetings.
• Arrange and deliver hospitality services for visitors and business events.
• Provide a professional first point of contact for all workplace enquiries.
• Build and maintain strong relationships with employees, clients, suppliers, contractors, and building management teams.
• Support business teams with workplace-related requests and operational requirements.
• Coordinate communication regarding workplace updates and service activities.
• Provide efficient administrative support to ensure the smooth operation of the site.
• Maintain workplace records, documentation, and supplier information.
• Support purchase orders, invoices, service requests, and other operational processes.
• Assist with business events, office moves, and workplace projects as required.
• Support workplace health and safety procedures and initiatives.
• Assist with inspections, audits, risk assessments, and compliance activities.
• Promote a safe, secure, and compliant working environment.
• Ensure workplace policies and procedures are followed consistently.
• Identify opportunities to enhance workplace experience and operational efficiency.
• Contribute to continuous improvement initiatives and service enhancements.
• Support the implementation of new workplace processes and best practices.

Skills

Facilities coordination

Reception

Office administration

Health & safety

Stakeholder management

Tools

Microsoft Office

Job description

Reporting to Senior Director of Facilities

About the Role

We are seeking a highly organised and customer-focused Facilities Coordinator to join our team and play a key role in delivering an exceptional workplace experience.

As the primary point of contact for employees, visitors, clients, suppliers, and contractors, you will be responsible for coordinating reception services, facilities management activities, client hosting, meeting room management, and general business support functions. You will help create a professional, safe, efficient, and welcoming environment that supports our people and business operations.

This is an excellent opportunity for someone who enjoys a varied role, thrives in a fast-paced environment, and takes pride in delivering outstanding service.

Key Responsibilities

Workplace Experience

• Deliver a professional, welcoming, and positive experience for employees, visitors, and clients.
• Ensure workplace areas are maintained to a high standard and reflect the company's professional image.
• Act as an ambassador for the workplace, promoting a positive office environment.

Facilities Coordination

• Support the day-to-day operation of workplace and facilities services.
• Coordinate maintenance activities, repairs, and workplace service requests.
• Liaise with building management, contractors, and service providers to ensure issues are resolved efficiently.
• Monitor workplace standards and support facilities compliance activities.

Reception & Client Services

• Manage front-of-house operations and visitor management processes.
• Coordinate meeting rooms, ensuring they are prepared and equipped for internal and client meetings.
• Arrange and deliver hospitality services for visitors and business events.
• Provide a professional first point of contact for all workplace enquiries.

Stakeholder Support

• Build and maintain strong relationships with employees, clients, suppliers, contractors, and building management teams.
• Support business teams with workplace-related requests and operational requirements.
• Coordinate communication regarding workplace updates and service activities.

Administration & Business Support

• Provide efficient administrative support to ensure the smooth operation of the site.
• Maintain workplace records, documentation, and supplier information.
• Support purchase orders, invoices, service requests, and other operational processes.
• Assist with business events, office moves, and workplace projects as required.

Health, Safety & Compliance

• Support workplace health and safety procedures and initiatives.
• Assist with inspections, audits, risk assessments, and compliance activities.
• Promote a safe, secure, and compliant working environment.
• Ensure workplace policies and procedures are followed consistently.

Service Improvement

• Identify opportunities to enhance workplace experience and operational efficiency.
• Contribute to continuous improvement initiatives and service enhancements.
• Support the implementation of new workplace processes and best practices.

What We're Looking For

The successful candidate will demonstrate:

• A strong customer-focused approach with a commitment to delivering exceptional service.
• Excellent organisational skills with the ability to manage multiple priorities simultaneously.
• A proactive and solutions-oriented mindset, taking ownership of issues through to resolution.
• Strong communication and interpersonal skills with the ability to build effective relationships at all levels.
• High attention to detail and commitment to maintaining professional standards.
• Adaptability and flexibility to respond to changing business requirements.
• The ability to work independently while collaborating effectively with colleagues and stakeholders.
• A commitment to maintaining a safe, compliant, and welcoming workplace environment.

Experience & Skills

• Experience in facilities coordination, workplace services, reception, hospitality, office administration, or a similar customer-facing support role.
• Strong administrative and organisational capabilities.
• Proficiency in Microsoft Office applications.
• Excellent written and verbal communication skills.
• Experience working with multiple stakeholders and service providers.
• Experience supporting workplace health and safety activities.
• Knowledge of facilities management processes and workplace operations.
• Experience in a corporate or professional services environment.

Why Join Us?

This role offers the opportunity to make a visible impact on the daily experience of our employees, visitors, and clients. You will be part of a collaborative team and play a critical role in ensuring our workplace remains efficient, professional, and welcoming for everyone.