Hybrid Facilities & Office Operations Coordinator

AAB group; Glasgow; Hybrid; GBP 28,000 - 34,000; Full time

Benefits offered by this job

Hybrid working model

Private Medical Insurance

Generous annual leave

Pension provisions

Job summary

AAB group in Glasgow is seeking a Facilities Co-ordinator to oversee day-to-day building operations, reception duties, safety compliance, and contractor liaison. You will be the first point of contact for facilities queries across office locations and help ensure services run smoothly and to a high standard.

This permanent, hybrid role offers broad exposure to estates activities and stakeholder engagement within a supportive team.

Qualifications

• Previous experience in a facilities, estates, property, or operations coordination role.
• Strong organisational skills with the ability to manage multiple priorities.
• Good communication skills and a proactive, customer-focused approach.
• Experience working with suppliers and contractors.
• Confident user of Microsoft Office (Outlook, Excel, Word, Teams).

Responsibilities

• Facilities Operations: 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.
• 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.
• Reception & Front-of-House Duties (cover): 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.
• Health, Safety & Compliance: 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.
• Contractor & Supplier Management: Raise purchase orders and process invoices 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.
• Estates & Data Management: 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.
• Projects & Office Changes: 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.
• Stakeholder Engagement: Work closely with IT, HR, 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.

Job description

AAB group in Glasgow is seeking a Facilities Co-ordinator to oversee day-to-day building operations, reception duties, safety compliance, and contractor liaison. You will be the first point of contact for facilities queries across office locations and help ensure services run smoothly and to a high standard.

This permanent, hybrid role offers broad exposure to estates activities and stakeholder engagement within a supportive team.