Facilities Administrator

Location: 177 Bothwell Street, Glasgow City Centre

Salary: Competitive, dependent on experience

Hours: Full time, 37 hours per week (Monday–Friday, core hours 9:30am–4:00pm)

We are seeking a proactive and highly organised Facilities Management Administrator to support the efficient, safe and compliant operation of our buildings and facilities across HFD Group.

This role plays a key part in coordinating maintenance activities, managing documentation, supporting contractors and suppliers, and ensuring compliance processes are embedded and up to date. You will act as a central point of contact for facilities-related queries, helping ensure our environments remain operational, safe and professionally managed.

This is an excellent opportunity for someone with strong administrative capability who enjoys working in a structured, fast-paced property or facilities environment.

• Maintenance coordination & contractor management
• Coordinating and tracking planned and reactive maintenance activities
• Raising, monitoring and closing work orders through facilities management systems
• Liaising with contractors, suppliers and internal teams to schedule services and repairs
• Supporting vendor management processes and ensuring service levels are met

• Maintaining accurate maintenance logs, compliance records and asset registers
• Supporting health and safety processes including inspections, audits and certification tracking
• Ensuring facilities documentation is complete, up to date and easily accessible
• Assisting with statutory compliance reporting and document control

• Processing facilities-related invoices and purchase orders
• Supporting budget tracking and cost monitoring
• Assisting with reconciliation and documentation to ensure financial accuracy

• Responding to facilities queries and service requests in a timely and professional manner
• Acting as a key point of contact for facilities-related issues
• Supporting facilities projects, refurbishments and works as required
• Assisting with coordination across multiple sites when needed

• Previous experience in facilities management, property administration or a similar operational support role
• Strong organisational skills and excellent attention to detail
• Ability to manage multiple priorities in a fast-paced environment
• Good working knowledge of Microsoft Office (Word, Excel, Outlook)
• Experience with CAFM or facilities management systems is advantageous
• Understanding of health & safety and facilities compliance requirements

• Proactive and solutions-focused
• Reliable, well-organised and methodical
• Strong communicator with a professional, customer-focused approach
• Able to work independently while collaborating effectively with wider teams

• Competitive salary
• 4x Life Assurance
• Group Income Protection (70% of salary for 2 years)
• Cycle 2 Work
• EV Salary Sacrifice scheme
• Help@Hands (24/7 access to a GP by phone or video, Mental health support with counselling and therapy sessions, Physiotherapy and health coaching services, Medical second opinions from trusted specialists, Fitness and wellbeing tools)
• 33 days annual leave