Facilities Co-ordinator

Hastings Hotels is a family owned, luxury hotel group based in Northern Ireland. We value our people. It’s our people who provide the excellent experience we offer to all our guests. When we work together, we can do amazing things. We are seeking a reliable and enthusiastic person for the position of Facilities Co-ordinator at the 5-star Culloden Estate & Spa. Located on the outskirts of Belfast City Centre, the 18th century estate features 12 acres of beautifully landscaped gardens, a palatial spa, restaurants, and 98 bedrooms, all requiring the highest standards of maintenance and facilities management.

The successful candidate will have a strong administrative background and be highly organised, able to co-ordinate the various contractors, maintenance requirements, and programme of works at the Estate. You will have the opportunity to work with our friendly team, develop your skills and enjoy the variety offered by a role in hospitality. We want to help you to develop your skills and offer an extensive range of learning and development opportunities.

You can expect to work 35 hours per week (excluding breaks), five shifts out of seven including weekend cover as required on a rota basis. This full-time position offers a salary of up to £25,480 per annum, depending on experience. Hastings Hotels offer a range of benefits including free staff meals, employee discounts, 29 days holiday plus your birthday, and opportunities for career progression and development.

The Facilities Co-ordinator will play a central role in ensuring the smooth running of the Estates buildings, grounds, and operational infrastructure. This position is responsible for co-ordinating contractors, managing maintenance schedules, and keeping all compliance, reporting, and administrative processes up to date in line with Hastings Hotels standards and legal requirements.

This role does not require experience in a trade, although that would be beneficial. Instead, it suits a highly organised, proactive administrator, who excels at scheduling, communication, and multi-tasking within a luxury hospitality environment.

• Contractor & Supplier Co-ordination
  • Act as the primary point of contact for all external contractors, engineers, and suppliers.
  • Schedule planned and reactive maintenance works, ensuring minimal disruption to guests and operations.
  • Manage contractor check-ins, compliance documentation, permits to work, and follow-up reports.
  • Ensure invoices are scrutinised and match work completed.
  • Maintain strong professional relationships with internal and external stakeholders to ensure quality and punctual service delivery.
• Maintenance Administration
  • Supervise and co-ordinate the in-house maintenance team, ensuring cover is maintained across seven days.
  • With the support of the General Manager, develop and update the Estates planned preventative maintenance (PPM) schedule.
  • Log all maintenance requests via Opera, track progress, and ensure timely completion and follow-up.
  • Maintain accurate records of works carried out, service visits, warranties, and equipment information etc.
  • Support with raising purchase orders, quotes, invoices, and tracking via the procurement system.
  • Ensure all estate buildings, guest areas, facilities, and grounds meet the required presentation and safety standards.
• Compliance and Health & Safety
  • Support the Estate with adherence to statutory compliance checks (e.g., fire safety, water treatment, lift servicing, electrical and fire testing etc).
  • Keep compliance documentation organised and audit-ready at all times.
  • Liaise with the General Manager / Compliance, Operations & Procurement Manager on incident reports, risk assessments, and safe systems of work.
• Communication & Co-ordination
  • Work closely with the Operations, Housekeeping, and Guest Services teams to communicate works schedules and minimise operational impact.
  • Provide daily updates to senior management regarding maintenance activity and upcoming works.
  • Prepare daily, weekly, and monthly updates on works status, contractor performance, and cost tracking (if required).
  • Any other duties within your competency as required by the Hotel Management Team.

Required Criteria

• A right to work in the United Kingdom
• Exceptional organisation and administrative skills
• Experience managing schedules, logs, and operational workflows
• Excellent communication skills, both written and verbal
• Confident in liaising with multiple stakeholders e.g. contractors, suppliers, and internal teams
• Strong attention to detail and ability to multitask
• Proficiency with MS Office and/or facilities management software
• Ability to remain calm and prioritise effectively in a fast-paced, premium environment
• Educated to Level 2 (GCSE) or the equivalent with grades A-C in English and Mathematics

Desired Criteria

• Educated to Level 6 (Undergraduate Degree) or the equivalent
• A sound understanding of compliance and health & safety requirements
• Previous experience in facilities administration, hospitality, property management, or project co-ordination
• Previous experience in a Hotel or other high-quality establishment
• Qualifications and/or experience in a trade e.g. plumbing, electrical, joinery etc. is beneficial but not essential

Skills Needed

• Managing Appointments
• Managing Contracts
• Vendor Management
• Exceptional Customer Service Skills
• Teamwork

Company Benefits

• Free staff meals
• Cash and credit card tips
• Employee discounts
• 29 days holiday plus your birthday off
• Opportunities for career progression and development
• Vacation
• Paid time off
• Retirement plan and/or pension
• Employee development programs
• Cycle to work
• Competitive salary