Facilities & Projects Coordinator

Buzzworks Holdings; Kilmarnock; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading hospitality group in Scotland is seeking a proactive Facilities & Projects Coordinator to ensure operational venues and manage repair workflows. You will oversee task assignments to both internal teams and external contractors while supporting project coordination. The ideal candidate is organized, communicates effectively, and has experience in facilities or project coordination. This position offers a competitive salary and flexible working options.

Benefits

Competitive salary and company benefits

Flexible working options

Opportunities for growth

Qualifications

• Exceptionally organised and detail-oriented.
• Strong communication skills - confident updating teams.
• Experience in hospitality, property, facilities, or project coordination is advantageous.

Responsibilities

• Manage and maintain the repairs and maintenance log across all venues.
• Issue and assign tasks to repair/maintenance teams and contractors.
• Support the Projects Team with ordering materials and coordinating suppliers.

Skills

Organisational skills

Communication skills

Problem-solving

IT-savvy

Tools

Excel

Task tracking tools

Job description

At Buzzworks, we pride ourselves on delivering exceptional hospitality, and that starts behind the scenes. With 22 venues (and growing!), we’re on the lookout for a proactive, highly organised Facilities & Projects Coordinator to help keep our spaces safe, functional, and looking their best.

The Role

As Facilities & Projects Coordinator, you’ll be instrumental in ensuring our venues remain operational and well-maintained. You’ll manage repair workflows, issue work to internal trades and external contractors, and ensure venues are kept informed every step of the way. You’ll also assist with procurement, tracking and support across our projects team, contributing to smooth refurbishments and openings.

Key Responsibilities

• Manage and maintain the repairs and maintenance log across all venues
• Issue and assign tasks to both internal repairs/maintenance teams and external contractors
• Track progress on open jobs, following up to ensure timely completion
• Provide regular updates to venue managers on progress, delays, and any changes
• Support the Projects Team with ordering materials, coordinating suppliers, and monitoring delivery timelines
• Assist in tracking project milestones and highlighting risks or bottlenecks
• Ensure accurate and timely documentation, record-keeping, and reporting
• Liaise with internal teams, external suppliers, and contractors to ensure effective communication and service
• Participate in occasional site visits or team meetings as needed

About You

• Exceptionally organised and detail-oriented
• Strong communication skills - confident updating teams, chasing suppliers, and managing expectations
• Comfortable coordinating across internal teams and external contractors
• IT-savvy - confident with Excel, task tracking tools (e.g. Trello, Asana, Monday.com), and shared systems
• Experience in hospitality, property, facilities, or project coordination is advantageous
• A natural problem-solver who thrives in a fast-paced, multi-site environment
• Able to manage shifting priorities calmly and effectively
• Positive, proactive, and collaborative approach to teamwork

What We Offer

• Competitive salary and company benefits
• Flexible working options
• Opportunity to work across a wide range of venues and projects
• Supportive and friendly working environment
• A chance to grow within a leading hospitality group