• We use cookies to help make our website work. LEARN MORE

Facilities Administrator / Coordinator / Assistant

Edinburgh   •  Negotiable  •  Permanent, Full time

Calling all Facilities Administrators / Coordinators / assistants I have an excellent opportunity for you.

You will be working with the Facilities Manager to ensure the smooth day-to-day running of company premises, including liaising with suppliers, external service providers, and contractors

  • Providing operational and administrative support to the Facilities Manager across our sites, including:

    • Managing repairs and monitoring systems performance
    • Scheduling and supervising maintenance repair work and assisting with checking installation and servicing building equipment
    • Providing support to employees across the company to ensure they have access to the physical resources required to perform their roles
    • Submitting timely reports and prepare presentations/meeting minutes as assigned
    • Maintaining records with local authorities (e.g. providing up-to-date chemical registers to the Fire Brigade)
    • Conducting regular fire and first aid checks

  • Working with the Facilities Manager to ensure compliance with environmental, security, health and safety regulations, including:

    • Working with the Quality team and process owners to update company QMS resources and risk registers where they relate to Health & Safety (e.g. SOPs for safe chemical handling)
    • Working with the Facilities Manager and Training Officer to ensure that employees are appropriately trained and comply with required H&S policies and procedures
    • Ensure that all appropriate actions are taken to ensure the safety of our employees when working with company equipment (for example, but not limited to, mechanical, electrical, chemical, radiological equipment)

  • Providing additional office management support to the FPA site
  • Developing effective relationships with colleagues and stakeholders ensuring their satisfaction with service delivery
  • Acting as a point of contact for out-of-hours premises emergencies
  • Attend training and courses as directed by the Facilities Manager
  • Visit and attend other sites as required (e.g. for training, or to assist in site commissioning or expansion activities).

Skills, Knowledge and Expertise


  • Able to adopt a hands-on and proactive approach to resolving issues
  • Good report / document writing skills and an excellent attention to detail
  • Proficient in the use of IT systems, including Microsoft Office
  • Identifies opportunities for process and system improvements and works collaboratively to implement them
  • Able to train and inspire colleagues to follow H&S best practice
  • Develops and manages effective relationships with multiple stakeholders
  • Ability to deliver results in a fast-paced environment
  • Sound problem-solving skills


  • Knowledge of HSE and environmental regulations (Desirable)
  • Proven track record of successfully providing office management, facilities management or health and safety support
  • Knowledge of general maintenance methods, operating requirements, and safety precautions related to facilities

  • Agency: Cpl Life Sciences
  • Reference: JO-2303-511692
  • Posted: 7th March 2023
  • Expires: 4th April 2023

Cpl Life Sciences

Share this job: