FM Contract Coordinator

The Vacancy

Richard Irvin
, an RSK Group company, is recruiting for a FM Contract Coordinator to join the team based in Inverness, UK
. This is a full-time, permanent position.

The Contract Coordinator plays a key on‑site role in supporting the successful delivery of a fully managed Facilities Management (FM) contract. This position is responsible for coordinating all planned preventative maintenance (PPM) activities, managing reactive callouts, maintaining accurate contract documentation, and ensuring smooth communication between the client, service partners, and internal FM teams. The role ensures high‑quality service delivery, compliance with contractual obligations, and an excellent on‑site customer experience.

• Schedule, coordinate, and monitor all Planned Preventative Maintenance (PPM) visits in line with the contract requirements.
• Ensure all PPM activities are completed on time, with correct documentation and certification received, reviewed, and filed.
• Liaise with engineers, subcontractors, and internal stakeholders to confirm access arrangements and resolve scheduling conflicts.
• Maintain the PPM planner, ensuring it remains accurate and up to date.

• Receive, log, prioritise, and allocate reactive maintenance requests via the CAFM/helpdesk system.
• Track callouts from initial request through to completion, ensuring SLA and KPI compliance.
• Communicate expected response times, updates, and outcomes to the client as required.
• Escalate high‑risk, urgent, or overdue tasks to the Contract Manager or relevant service teams.

• Act as the first point of contact for all FM queries on site.
• Support the Contract Manager with performance reporting, KPI tracking, and monthly reporting.
• Maintain accurate and organised contract documentation, including risk assessments, service reports, certificates, and compliance records.
• Assist in managing subcontractor attendance, inductions, permits to work, and site access.

• Build strong working relationships with the client, site users, suppliers, and engineering teams.
• Provide clear communication and updates on works, disruptions, and planned activities.
• Support continuous improvement initiatives to enhance service delivery and customer satisfaction.

The above does not represent an exhaustive list of responsibilities and tasks but indicates the main responsibilities required. The Company reserves the right to require employees to perform other duties from time to time.

• Experience in a facilities management, helpdesk, or coordination role.
• Strong organisational and administrative skills.
• Excellent communication abilities.
• Proficiency with CAFM systems.

• Salary depending on experience.
• Company Pension.
• Life assurance.

#Consultancy #Recruitment #RSKfamily

Full Job Description Attached

RSK will not accept unsolicited CVs from agencies other than RSK PSL or Secondary agencies.

At Richard Irvin, we create safer, smarter, greener places to live and work. We deliver this through our teams of engineers, operations staff, project managers and compliance specialists who are trained to attune our services to meet our clients’ project goals. Our experts’ extensive experience in advising and leading projects for public and private clients further enables our proficient services that cover multiple sectors, including various industries.

We have a UK‑wide geographic reach, so no projects are out of our reach.

Our clients include Total Energies, National Libraries of Scotland, Erskineand the multiple Scottish local councils, commercial landlords, housing associations, managing agents, national facilities management businesses, hotel chains and leisure establishments. Our energy services include building energy management systems, heat pumps and solar and renewable solutions. Our engineers maintain, repair and improve more than 62,000 commercial and domestic UK properties, including heating, ventilation, air conditioning, electrical, lighting, detection, renewable systems, fabric and specialist services, often delivered…