Facilities Coordinator/Assistant Facilities Manager

Job Description

Ref: GWSCON5040 
Location: Aberdeen (AB23)
Hours: Monday to Friday 8am-5pm
Pay: £16.83ph paid weekly PAYE or £20.00ph paid weekly via umbrella
Duration: Ongoing Contract – Long Term/Temp to Perm
  
Duties
The Facilities Coordinator will play a pivotal role in ensuring the safe, efficient, and compliant operation of the industrial manufacturing site. This hands-on position requires a proactive approach to facilities management, with a strong emphasis on technical oversight, contractor management for specialised services, and adherence to stringent industrial safety standards.

• Industrial Maintenance & Asset Management:
• Coordinate and oversee Planned Preventative Maintenance (PPM) schedules for critical industrial assets, including but not limited to, cranes, manufacturing machinery, high voltage electrical systems, HVAC plant, and fire suppression systems.
• Respond promptly to reactive maintenance requests for industrial equipment failures or site infrastructure issues, diagnosing initial problems and coordinating appropriate technical resolutions.
• Utilise the Computer Aided Facilities Management (CAFM) system to log, track, and close out all maintenance work orders, ensuring accurate asset history and compliance records are maintained.
• Technical Vendor & Contractor Management:
• Source, evaluate, and manage a diverse range of technical contractors and specialist vendors (e.g., electrical, mechanical, HVAC, lifting equipment specialists, fire safety engineers).
• Develop detailed scopes of work for technical services, review and challenge vendor quotes to ensure cost-effectiveness and technical suitability, and manage procurement processes.
• Oversee contractor performance on-site, ensuring work is completed to agreed specifications, quality standards, and in strict compliance with site-specific HSEQ procedures, including Permit to Work systems.
• Facilitate contractor inductions, safety briefings, and ensure all necessary documentation (e.g., RAMS, insurance, certifications) is in place before work commences.
• Health, Safety, Environment & Quality (HSEQ) Compliance:
• Act as a key point of contact for HSEQ matters related to facilities operations, ensuring all activities comply with UK legislation, clients’ internal policies, and specific industrial site requirements.
• Assist in the development and review of Risk Assessments and Method Statements (RAMS) for facilities-related works, particularly those involving high-risk activities (e.g., working at height, confined spaces, electrical work, hot works).
• Support the implementation and adherence to Permit to Work (PTW) and Lock Out Tag Out (LOTO) procedures for all maintenance and project activities on site.
• Operational Support & Project Coordination:
• Liaise closely with site operations, production, and engineering teams to minimise disruption during maintenance activities and support operational continuity.
• Assist in the coordination of minor facilities projects, such as equipment installations, infrastructure upgrades, or energy efficiency initiatives, from planning to completion.
• Maintain accurate records of all facilities documentation, including maintenance logs, service reports, asset registers, technical drawings, and compliance certificates.
• Manage facilities-related consumables and spares inventory relevant to industrial operations.

  
  
To thrive in this challenging yet rewarding role, the ideal candidate will possess a blend of practical experience, technical understanding, and a proactive, safety-conscious approach.
Essential Experience & Skills:

• Proven Practical Experience:
• Minimum of 3 years’ experience in a facilities or maintenance coordination role, specifically within an industrial, manufacturing, heavy engineering, or similar technically demanding environment.
• Demonstrable experience in coordinating maintenance activities (PPM and reactive) for industrial assets and infrastructure (e.g., plant machinery, electrical systems, lifting equipment, HVAC).
• Experience in managing external contractors and technical vendors, including the ability to review and challenge quotes, scope of works, and ensure quality delivery.
• Familiarity with and practical application of Health, Safety, Environmental, and Quality (HSEQ) procedures common in industrial settings, including Permit to Work (PTW) systems, Lock Out Tag Out (LOTO), and risk assessments.
• Proficient in the use of Computer Aided Facilities Management (CAFM) software for managing work orders, asset registers, and scheduling maintenance.

• Technical Understanding:
• Ability to understand and interpret basic technical drawings, schematics, or specifications relevant to industrial plant and equipment.
• A foundational understanding of common industrial systems such as electrical distribution, mechanical plant, hydraulics, pneumatics, and HVAC.
• Strong problem-solving skills with a hands-on and practical approach to identifying and resolving technical facilities issues.
• Communication & Organisational Skills:
• Excellent verbal and written communication skills, capable of liaising effectively with technical contractors, site operations personnel, engineering teams, and management.
• Highly organised with the ability to manage multiple priorities, coordinate complex tasks, and work effectively under pressure in a dynamic industrial environment.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) with strong data management and reporting capabilities, particularly in Excel for tracking maintenance schedules and budgets.
• Safety & Compliance Focus:
• A strong personal commitment to health and safety, with a proactive approach to ensuring a safe working environment for all.
• Understanding of UK facilities-related legislation and compliance requirements within an industrial context.

  
Desirable Qualifications & Attributes:

• Relevant technical qualification (e.g., NVQ Level 3/4 in a trade, HNC/HND in Engineering, Facilities Management, or a related discipline).
• IOSH Managing Safely or NEBOSH General Certificate.
• Previous experience working on a client site in a dedicated facilities role.
• Knowledge of specific regulatory requirements pertaining to cranes, forklifts, or high voltage systems (e.g., LOLER, PUWER, Electricity at Work Regulations).
• Experience with budget monitoring and cost control for facilities services.