Facilities Coordinator in Edinburgh, Midlothian

Dedicated to sustainable development, Arup is a collective of designers, consultants and experts working globally. At Arup you will have the opportunity to collaborate on ambitious projects - delivering remarkable outcomes for clients and communities, and to do socially useful work that has meaning. Arup's purpose, shared values and collaborative approach has set it apart for over 75 years, and now is your opportunity to join.

Purpose of the role

Reporting to the Geography WFM Lead, the role is responsible for the day-to-day management of Hard Services across Arup's Northern estate, with a primary focus on Scotland. The postholder will have full ownership and accountability for the management of contracts within their remit, ensuring a safe, clean, and comfortable working environment. The role also requires maintaining a visible presence within offices and delivering a responsive, high-quality service to building users.

What you'll do:

• Manage day-to-day hard services contracts, including planned and reactive maintenance and oversight of project works, with some out-of-hours support.
• Forward planning and financial management with the WFM Lead, including budget control, financial targets, and identifying cost-efficiency opportunities.
• Review and manage contracts and SLAs, including contractor records, meetings, quarterly reviews, and reporting.
• Ensure compliance with legal, H&S, energy, quality, and environmental standards, including maintaining HSE logs and conducting audits.
• Contractor management on site, including reviewing RAMS, administering permits to work and inductions, and ensuring safe working practices.
• Manage facilities requests, workflows, and workplace experience, coordinating with on-site teams, housekeeping, and workplace assistants.
• Track contractor attendance and maintain strong relationships with site teams, FM leads, and regional stakeholders, with flexibility to travel as required.
• Support and oversee project works, conduct office audits for safety and compliance, and identify opportunities for continuous improvement.

The skills you'll need:

• Resilient and confident communicator, able to work effectively under pressure and engage with staff, customers, and suppliers at all levels.
• Proven experience coordinating and managing building maintenance across multiple sites, with strong project management skills and awareness of fit-out, churn, and health & safety requirements.
• Good general knowledge of building services, site plant, equipment, and office facilities.
• Strong problem-solving and analytical skills, with the ability to assess issues and implement effective solutions.
• Ability to work collaboratively as part of a team and build positive working relationships with stakeholders.
• Strong knowledge of current legislation and compliance requirements related to facilities management and health & safety.
• NEBOSH qualification is essential, alongside a degree or relevant industry qualification (e.g. IWFM Diploma, City & Guilds in a trade/building services) or equivalent experience (e.g. 5 years in a similar role).

Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. Guided by its values and alignment with the UN Sustainable Development Goals, Arup creates and contributes to equitable spaces and systems, while cultivating a sense of belonging for all.