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)
About the role
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.
Key responsibilities
* 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
Compliance & documentation
* 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
Financial & administrative support
* Processing facilities-related invoices and purchase orders
* Supporting budget tracking and cost monitoring
* Assisting with reconciliation and documentation to ensure financial accuracy
Facilities support & projects
* 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
About you
Experience & qualifications
* 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
Personal attributes
* 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
What we offer
* Competitive salary
* 4x Life Assurance
* Group Income Protection (70% of salary for 2 years)
* Cycle 2 Work
* EV Salary Sacrifice scheme
* (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
Company Overview
HFD is a diverse group specialising in Property, Renewables, and Technology. Our talented workforce across all divisions of our organisation allows us to provide customers with an unparalleled service. We strive to innovate and rethink our industries, we are committed to quality and environmental sustainability, and our customers and employees always guides us.