Senior Group Coordinator - Real Estate & Facilities in Edinburgh

Overview

Purpose: The Senior Group Coordinator, Real Estate & Facilities, supports the Group Director in both the operational management and strategic development of the Group’s property portfolio. This dual-focused role combines strong facilities management oversight with real estate project support, ensuring all workplaces operate safely, efficiently, and in line with the Group’s long term strategy. The role provides direct leadership to Office Managers and Site Coordinators, ensuring consistent workplace standards, clear communication, and effective day to day execution across all locations. It oversees hard and soft FM delivery, M&E performance, Health & Safety compliance, statutory obligations, and maintenance activities, safeguarding high operational and compliance standards. Alongside operational duties, the role supports strategic real estate initiatives including portfolio optimisation, space utilisation, workplace moves and transformations, cost and vendor analysis, and the production of high quality presentations and reports. Acting as the link between strategic property planning and daily facilities execution, the Senior Group Coordinator contributes to the ongoing improvement and optimisation of the Group’s workplace and real estate footprint.

Key Responsibilities

• Conduct regular inspections of office sites to assess maintenance needs, facilities standards, and compliance.
• Coordinate minor repairs, planned maintenance schedules, and contractor visits, ensuring timely resolution of issues.
• Support onboarding of new sites, including initial inspections, setup logistics, and mobilisation of facilities services.
• Assist with office moves, refits, reconfigurations, and space planning projects across the Group.
• Maintain Health & Safety documentation and ensure annual risk assessments, statutory tests, and compliance activities are completed.
• Track and report incidents; support the Group-wide Health & Safety programme in collaboration with Office Managers and Site Coordinators.
• Ensure fire safety, first aid, emergency procedures, and evacuation protocols are implemented, updated, and reviewed regularly.
• Monitor waste management and recycling compliance, identifying opportunities for improvement across all sites.
• Identify opportunities for sustainability enhancements and report findings to the Group Real Estate Director.
• Support the implementation of energy efficient practices, responsible procurement, and sustainability initiatives.
• Act as the primary point of contact for local contractors, suppliers, and service partners, ensuring strong working relationships.
• Assist in managing service-level agreements, contractor performance reviews, and alignment of contracts across sites to ensure cost efficiency.
• Maintain property management platforms (e.g., WebTerrier) with key lease dates, updates, documents, and portfolio information.
• Produce monthly management information and dashboards on facilities performance, site compliance, and operational issues.
• Attend property management meetings and support coordination across internal departments and external stakeholders.
• Implement and manage nationwide facilities management software to monitor compliance, maintenance, and performance across all locations.
• Provide leadership and day to day support to Office Managers and Site Coordinators, ensuring consistent workplace standards and effective communication.
• Conduct regular check ins and operational reviews with site based staff, supporting development and alignment with Group policies.
• Support strategic real estate initiatives, including space utilisation analysis, consolidation reviews, and portfolio optimisation.
• Assist in preparing high quality presentations, papers, and strategic reports for senior leadership, using strong PowerPoint and Excel skills.
• Create and maintain real estate and facilities dashboards, analysing trends, risks, and opportunities for improvement.
• Support procurement activity, including tender preparation, contractor benchmarking, and cost-efficiency reviews.
• Assist with OPEX and CAPEX budget tracking, invoice processing, and providing cost analysis for decision-making.
• Coordinate implementation of workplace policies, procedures, and Group-wide standards to ensure a consistent service experience.
• Maintain the property risk register and support business continuity and emergency planning activities.
• Ensure consistently high standards of reception, front-of-house services, and overall workplace experience across all offices.

About You

Skills & Experience:

• Strong facilities management knowledge, including H&S compliance, fire safety, M&E coordination, and contractor oversight.
• Proven experience supporting multi site workplace operations, with the ability to lead and coordinate Office Managers and Site Coordinators.
• High proficiency in Microsoft Office — particularly Excel (data analysis, dashboards) and PowerPoint (senior level presentations).
• Excellent communication, organisation, and stakeholder management skills, with experience working across departments and with external partners.
• Experience managing FM systems, CAFM platforms, or property databases, with strong attention to detail and data accuracy.
• Demonstrated ability to support real estate or workplace projects (moves, refits, space planning, portfolio analysis).

Personal Attributes:

• Proactive and self motivated, with the ability to anticipate needs, take initiative, and drive tasks forward without waiting for direction.
• Highly detail oriented, delivering work with accuracy, consistency, and a strong commitment to maintaining compliance and operational excellence.
• Collaborative and adaptable, able to work effectively both independently and as part of a cross functional team, supporting colleagues across multiple sites.
• Strong problem solver, capable of assessing issues quickly, proposing practical solutions, and adjusting approach in fast moving or changing environments.
• Calm, professional, and resilient, able to manage competing priorities, maintain composure under pressure, and build trusted relationships at all levels.

IT Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Familiarity with facilities management and compliance software.

Travel Requirements

Willingness to travel between sites as required.

Qualifications

• IOSH Managing Safely (or willingness to obtain).
• Strong proficiency in Microsoft Office, especially Excel and PowerPoint.
• Experience using CAFM/FM systems or property management platforms.

Reporting Line

Reports to: Real Estate & Strategic Initiatives - Group Director

Manages: Office Managers, Site Coordinators, and External Contractors