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