At a Glance
- Tasks: Coordinate facilities operations, manage reception, and support health and safety compliance.
- Company: Join a dynamic team at AAB in Belfast, focused on effective office management.
- Benefits: Enjoy competitive salary, private medical insurance, and flexible working options.
- Other info: Great opportunities for personal growth and a supportive workplace culture.
- Why this job: Be the go-to person for facilities, making a real difference in a collaborative environment.
- Qualifications: Experience in facilities coordination and strong organisational skills are essential.
The predicted salary is between 30000 - 40000 £ per year.
The Facilities Co‑ordinator supports the effective, safe, and compliant operation of AAB offices and facilities. The role focuses on day‑to‑day coordination of facilities services, contractor management, health and safety administration, and supporting projects across the estate. This is a hands‑on, customer‑focused role, acting as a key point of contact for colleagues and suppliers, while ensuring facilities operate smoothly, efficiently, and consistently across all locations.
Key Responsibilities
- Manage reception area, welcome visitors and clients
- Coordinate meeting room bookings, reporting technology issues
- Act as the first point of contact for facilities‑related queries from colleagues across all office locations as requested
- Coordinate day‑to‑day building operations, including cleaning, maintenance, waste, security, utilities, and office services
- Log, track, and manage reactive maintenance requests through to completion
- Liaise with external contractors and service providers to ensure works are completed on time, to specification, and within agreed service levels
- Monitor facilities standards and elevate issues where required
- Assist and coordinate events held in the location
Health, Safety & Compliance
- Support the delivery of Health & Safety requirements across the estate
- Assist with conducting and maintaining risk assessments, inspections, and associated action plans
- Coordinate statutory checks (e.g. fire alarms, emergency lighting, water hygiene) and maintain compliance records
- Support incident reporting and investigation processes
Contractor & Supplier Management
- Oversee invoice process in line with internal procedures
- Maintain accurate records of contractors, service agreements, and renewal dates
- Support procurement of facilities‑related goods and services
- Ensure contractors adhere to site rules, H&S requirements, and agreed scopes of work
Estates & Data Management
- Maintain accurate facilities and estates data, including floor plans, asset registers, and office information
- Support the upkeep of central document repositories (e.g. SharePoint / Teams)
- Assist with reporting on facilities spend, issues, and performance
Projects & Office Changes
- Provide coordination support for office moves, refurbishments, branding works, and minor projects
- Assist with onboarding new locations or teams following acquisitions
- Support workspace changes, desk moves, and colleague requests
Stakeholder Engagement
- Work closely with IT, P&C, Finance, and external advisors to support joined‑up delivery
- Deliver a positive, responsive service to colleagues, with a strong focus on communication and follow‑through
Experience & Qualifications
Essential
- Previous experience in a facilities, estates, property, or operations coordination role
- Strong organisational skills with the ability to manage multiple priorities
- Good communication skills and a proactive, customer‑focused approach
- Experience working with suppliers and contractors
- Confident user of Microsoft Office (Outlook, Excel, Word, Teams)
Desirable
- Knowledge of Health & Safety and facilities compliance requirements
- Experience working across multiple office locations
- Familiarity with CAFM systems, SharePoint, or document management platforms
- Experience in professional services or office‑based environments
Personal Attributes
- Practical and solutions‑focused
- Highly organised with strong attention to detail
- Confident dealing with a wide range of stakeholders
- Able to work independently while supporting wider team objectives
- Calm under pressure and adaptable to change
WHAT AAB OFFER
- Annual leave (plus public holidays), with the option to buy or carry over leave
- Enhanced parental leave (maternity, paternity, adoption)
- Paid volunteering day to support causes that matter to you
- Private Medical Insurance (PMI) for you and the option to cover family members
- Employee Assistance Programme (EAP) for 24/7 mental health and wellbeing support
- Death in Service benefit
- Competitive pension scheme
- Life assurance policies to support you and your family
- Hybrid working model
- Agile working culture that supports flexible hours and smarter working
- Modern office spaces designed for collaboration, focus, and wellbeing
Facilities Co-ordinator (with Reception Duties) in Belfast employer: AAB
AAB is an exceptional employer located in Belfast, offering a dynamic work environment that prioritises employee wellbeing and professional growth. With a strong focus on health and safety, competitive benefits including private medical insurance and flexible working arrangements, AAB fosters a collaborative culture where employees are encouraged to thrive and make a meaningful impact in their roles. Join us to be part of a supportive team dedicated to excellence in facilities management.
StudySmarter Expert Advice🤫
We think this is how you could land Facilities Co-ordinator (with Reception Duties) in Belfast
✨Tip Number 1
Get to know the company culture before your interview. Check out their social media, website, and any recent news. This will help us tailor our answers and show that we're genuinely interested in being part of the team.
✨Tip Number 2
Practice makes perfect! Run through common interview questions with a friend or in front of the mirror. The more comfortable we are with our responses, the more confident we'll feel during the actual interview.
✨Tip Number 3
Don’t forget to prepare some questions for the interviewer. This shows that we’re engaged and keen to learn more about the role and the company. Plus, it gives us a chance to see if it's the right fit for us!
✨Tip Number 4
Follow up after the interview with a thank-you email. It’s a simple way to express our appreciation and keep us fresh in their minds. Plus, it shows our professionalism and enthusiasm for the role!
We think you need these skills to ace Facilities Co-ordinator (with Reception Duties) in Belfast
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the Facilities Co-ordinator role. Highlight your relevant experience in facilities management, customer service, and any specific skills that match the job description. We want to see how you can bring value to our team!
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Use it to explain why you're passionate about this role and how your background makes you a perfect fit. Don’t forget to mention your organisational skills and proactive approach – we love that!
Showcase Your Communication Skills:Since this role involves a lot of interaction with colleagues and suppliers, make sure to demonstrate your strong communication skills in your application. Whether it's through your writing style or examples of past experiences, let us know how you connect with others.
Apply Through Our Website:We encourage you to apply directly through our website for a smoother process. It’s the best way for us to receive your application and ensures you don’t miss out on any important updates. We can’t wait to hear from you!
How to prepare for a job interview at AAB
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the Facilities Co-ordinator role. Familiarise yourself with the key responsibilities like managing reception duties and coordinating facilities services. This will help you answer questions confidently and show that you're genuinely interested in the position.
✨Showcase Your Organisational Skills
Since this role requires strong organisational skills, prepare examples from your past experiences where you've successfully managed multiple priorities. Be ready to discuss how you keep track of tasks and ensure everything runs smoothly, especially in a busy environment.
✨Demonstrate Your Customer-Focused Approach
As a Facilities Co-ordinator, you'll be the first point of contact for colleagues and suppliers. Think of specific instances where you've provided excellent customer service or resolved issues effectively. Highlighting your proactive attitude will resonate well with the interviewers.
✨Prepare Questions About Health & Safety
Given the importance of health and safety in this role, come prepared with questions about their current practices and compliance measures. This shows that you take these responsibilities seriously and are keen to contribute to a safe working environment.
