The Vacancy
Richard Irvin an RSK Group company are 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.
Responsibilities:
PPM Coordination
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.
Reactive Callout Management
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.
On‑Site Coordination & Administration
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.
Customer Service & Stakeholder Engagement
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.
Qualifications and Experience:
Experience in a facilities management, helpdesk, or coordination role.
Strong organisational and administrative skills.
Excellent communication abilities.
Proficiency with CAFM systems
Salary and Benefits:
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.
About Us
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 TotalEnergies, 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 as complete facilities management packages.
Richard Irvin is part of the RSK Group, a leading integrated environmental, engineering, and technical services business providing dynamic, multidisciplinary services to a wide range of sectors. RSK was founded in 1989 and has grown considerably since then.
At RSK, we operate as a group of businesses that work together seamlessly, aiming for growth through diversification. Our strategy helps us build a strong and resilient business, capable of weathering external challenges, while also providing greater value to our clients and more opportunities for our employees.
Since the beginning, our philosophy has remained the same: employ, develop and reward talented individuals. People are crucial to our company, and we recognise that our success hinges on our colleagues' growth. We're committed to preserving RSK's people-first culture, promoting innovation, and fostering a supportive and caring environment for collaboration. At RSK, we want you to be part of our successes and help you reach your career aspirations. We take pride in offering employees fulfilling and challenging careers by promoting ongoing growth and empowering individuals to excel.
We are committed to fostering an inclusive workplace that welcomes individuals from all backgrounds, experiences, and perspectives. We firmly believe that embracing and celebrating the diversity in our workforce makes us a stronger and more innovative company.
By providing workplace adjustments, we make it easier for people to confidently explore and pursue our career opportunities and recognise that flexibility is key to fostering a dynamic and thriving workplace. Many of our office-based positions benefit from a flexible working arrangement, allowing our team members to achieve a balance between professional and personal commitments.
We actively encourage applications from candidates of all genders, races, ethnicities, ages, neurotypes, religions or beliefs, sexual orientations, and those with disabilities.
If you're passionate about making a difference, join us as we work together to build a brighter, more equitable, and sustainable future for all. Do you have what it takes?