Hybrid Facilities & Office Operations Coordinator

AAB; Glasgow; Hybrid; GBP 30,000 - 40,000; Full time

Benefits offered by this job

Hybrid working model

Private Medical Insurance

Employee Assistance Programme (EAP)

Death in Service benefit

Enhanced parental leave

Annual leave plus holidays

Job summary

AAB, a leading professional services firm, is seeking a Facilities Co-ordinator in Glasgow to manage day-to-day operations, reception duties, and H&S compliance across multiple sites. You will coordinate contractors, handle procurement, and support office moves with cross-functional teams.

You will engage with IT, HR, Finance and external advisors to deliver a responsive service, uphold safety standards, and maintain accurate facilities data.

Qualifications

• Experience in facilities, estates, property or operations coordination.
• Strong organisational skills with the ability to manage multiple priorities.
• Excellent communication and a customer-focused approach.
• Experience working with suppliers and contractors.
• Proficiency with the Microsoft Office suite.

Responsibilities

• 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 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.
• 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.
• Support the delivery of Health & Safety requirements across the estate.
• Assist with risk assessments, inspections, and action plans.
• Coordinate statutory checks (fire alarms, emergency lighting, water hygiene) and maintain compliance records.
• Support incident reporting and investigation processes.
• Raise purchase orders and process invoices; maintain records of contractors and service agreements.
• Support procurement of facilities-related goods and services.
• Ensure contractors adhere to site rules and H&S requirements.
• Maintain facilities and estates data, including floor plans and asset registers.
• Support the upkeep of central document repositories (SharePoint / Teams).
• Assist with reporting on facilities spend, issues, and performance.
• Provide coordination 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.
• Collaborate with IT, HR, Finance, and external advisors to support joined-up delivery.

Skills

Strong organisational skills

Good communication skills

Customer-focused approach

Experience with suppliers and contract

MS Office suite proficiency

Tools

CAFM systems

SharePoint / Teams

Office software (Outlook, Excel, Word)

Job description

AAB, a leading professional services firm, is seeking a Facilities Co-ordinator in Glasgow to manage day-to-day operations, reception duties, and H&S compliance across multiple sites. You will coordinate contractors, handle procurement, and support office moves with cross-functional teams.

You will engage with IT, HR, Finance and external advisors to deliver a responsive service, uphold safety standards, and maintain accurate facilities data.