Facilities & Reception Coordinator

AAB group; Stirling; Hybrid; GBP 22,000 - 30,000; Full time

Job summary

AAB group in Stirling is seeking a proactive Facilities Administrator with reception duties to join our Facilities team. You will manage the reception, coordinate meeting rooms, and be the first point of contact for colleagues and visitors.

You’ll handle day-to-day building operations, health and safety tasks, supplier liaison, and contribute to events. Strong organisation and communication are essential, along with proficiency in Microsoft Office.

Qualifications

• Experience in a facilities, estates, property, or operations coordination role.
• Strong organisational and multi-tasking skills.
• Excellent communication and customer-focused approach.
• Experience with suppliers and contractors.
• Proficient with Microsoft Office (Outlook, Excel, Word, Teams).
• Full driving licence and access to a car.

Responsibilities

• Manage reception area, welcome visitors and clients.
• Coordinate meeting room bookings, reporting technology issues to IT.
• 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.
• Assist and coordinate events held in the location.
• 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.
• Oversee invoice process 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.
• 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.
• 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.
• Work closely with IT, P&C, 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.
• Support local office and OSS function with ad hoc time sensitive administrative tasks ensuring key deadlines are met.

Skills

Facilities coordination

Organisation

Communication

Supplier management

Microsoft Office

Driving licence

Tools

Microsoft Office

SharePoint

CAFM systems

Job description

AAB group in Stirling is seeking a proactive Facilities Administrator with reception duties to join our Facilities team. You will manage the reception, coordinate meeting rooms, and be the first point of contact for colleagues and visitors.

You’ll handle day-to-day building operations, health and safety tasks, supplier liaison, and contribute to events. Strong organisation and communication are essential, along with proficiency in Microsoft Office.