Contract Coordinator

Richard Irvin an RSK Group company are recruiting for a Contract Coordinator to join the team based in Edinburgh . This is a full-time, permanent position. The Contract Coordinator plays a key on‑site role in supporting the successful delivery of a fully managed Facilities Management (FM) contract.

This position is responsible for coordinating all planned preventative maintenance (PPM) activities, managing reactive callouts, maintaining accurate contract documentation, and ensuring smooth communication between the client, service partners, and internal FM teams.

Responsibilities

Schedule, coordinate, and monitor all Planned Preventative Maintenance (PPM) visits in line with the contract requirements. Ensure all PPM activities are completed on time, with correct documentation and certification received, reviewed, and filed.

Liaise with engineers, subcontractors, and internal stakeholders to confirm access arrangements and resolve scheduling conflicts. Maintain the PPM planner, ensuring it remains accurate and up to date. Receive, log, prioritise, and allocate reactive maintenance requests via the CAFM/helpdesk system.

Track callouts from initial request through to completion, ensuring SLA and KPI compliance. Communicate expected response times, updates, and outcomes to the client as required. Escalate high risk, urgent, or overdue tasks to the Contract Manager or relevant service teams.

Act as the first point of contact for all FM queries on site. Support the Contract Manager with performance reporting, KPI tracking, and monthly reporting. Maintain accurate and organised contract documentation, including risk assessments, service reports, certificates, and compliance records.

Assist in managing subcontractor attendance, inductions, permits to work, and site access. Build strong working relationships with the client, site users, suppliers, and engineering teams. Provide clear communication and updates on works, disruptions, and planned activities.

Support continuous Qualifications and Experience: Experience in a facilities management, helpdesk, or coordination role. Strong organisational and administrative skills. Excellent communication abilities. Proficiency with CAFM systems

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