Facilities Operations Support Coordinator

Location: Belfast, Northern Ireland, BT39HB

Position Type: Full-time, Permanent 40 hours per week, Monday - Friday, 09:00 - 17:00

Salary: £32,000 - £34,000 (per annum)

If you require any additional support or adjustments during the recruitment process, please don't hesitate to contact our Recruitment Department at . We're here to help!

Job Overview:

The Facilities Operations Support Coordinator is responsible for providing effective administrative, operational, workforce, procurement and customer support across the facilities management business.

The main focus of the role will be supporting Soft Services Managers and Operations Managers with day-to-day operational coordination, including Timegate administration, raising purchase orders, ordering uniforms, ordering cleaning materials, maintaining stock levels, supporting contract mobilisation and demobilisation, payroll support, employee records, compliance documentation and general operational administration.

The role will also provide support to the hard services function and Mobile Maintenance Team where required, including Corrigo administration, work order coordination, scheduling support and related documentation. This element is expected to account for up to 30% of the role.

The postholder will play a key role in ensuring operational teams are properly supported, records are accurate, materials and uniforms are available, compliance documentation is maintained, and service delivery is coordinated efficiently across all relevant contracts.

Key Responsibilities

Soft Services Operational Support

• Provide day-to-day administrative and operational support to Soft Services Managers, Operations Managers, supervisors and site teams.
• Support the smooth running of cleaning and soft services contracts through effective administration, communication and coordination.
• Assist with contract mobilisation and demobilisation activity, including administration, employee documentation, ordering requirements, system updates and operational readiness.
• Maintain accurate contract, customer, employee and operational records.
• Support service changes, contract variations and operational transitions as required.
• Produce reports, spreadsheets and management information to support operational reviews and contract performance.
• Support managers with meeting coordination, preparation of documentation and accurate record keeping.

Procurement, Purchase Orders & Supplier Coordination

• Raise purchase orders for cleaning materials, uniforms, consumables, subcontractor works and other operational requirements in line with company procedures.
• Track purchase orders, deliveries and supplier updates to ensure goods and services are received on time.
• Support invoice queries and ensure purchase order and invoicing documentation is accurate.
• Liaise with suppliers, subcontractors, managers and internal teams regarding orders, deliveries, pricing and required documentation.
• Maintain clear and accurate records of procurement activity.

Cleaning Materials, Uniforms & Stock Control

• Order cleaning materials, consumables and operational supplies to support contract requirements.
• Monitor and maintain stock levels across contracts, ensuring minimum stock levels are in place where required.
• Support managers and site teams with stock queries, shortages and replenishment requirements.
• Order and maintain uniform stock for employees and operational teams.
• Track uniform requests, issues and deliveries to ensure employees have the correct uniform and PPE where applicable.
• Work with managers to ensure stock control processes are efficient, cost-effective and aligned to operational needs.

Workforce Administration & Timegate Support

• Maintain employee records and personnel documentation where required.
• Support recruitment administration, onboarding paperwork, employee set-up and starter documentation.
• Assist with Right to Work checks and associated compliance documentation in line with legal requirements.
• Coordinate new employee induction paperwork and ensure required documentation is completed before employees commence work.
• Maintain workforce information within Timegate or other relevant systems.
• Support managers with employee time and attendance administration.
• Prepare, check and submit payroll information accurately and within agreed deadlines.
• Investigate and resolve payroll, Timegate and employee record queries in conjunction with managers and Payroll.
• Maintain training, certification and compliance records where required.

Client & Customer Communication

• Act as a point of contact for customer, client and internal enquiries relating to facilities operations.
• Respond to incoming telephone calls and email enquiries professionally and promptly.
• Log, monitor and follow up on customer enquiries, complaints and service requests.
• Escalate queries to the relevant manager where required.
• Maintain professional communication with clients, suppliers, subcontractors, employees and internal teams.

Compliance, Documentation & Health and Safety Administration

• Maintain compliance documentation and operational records in line with company requirements.
• Support internal audits, inspections and contract compliance activity.
• Assist with the administration of Health & Safety documentation.
• Ensure employee records, training records, Right to Work documentation and other compliance information are accurate and up to date.
• Maintain electronic and paper filing systems in line with company standards.
• Support document control for operational and contract-related documentation.

Hard Services / Mobile Maintenance Support

• Provide administrative support to the Mobile Maintenance Manager and Mobile Maintenance Team where required.
• Support the management of Corrigo or other CMMS platforms, ensuring work order information is accurate and up to date.
• Log, track and coordinate reactive work orders where required.
• Assist with the allocation of tasks to Mobile Maintenance Team engineers or approved subcontractors.
• Support the distribution and tracking of Planned Preventative Maintenance tasks.
• Schedule works with clients where site access is required for planned visits or reactive callouts.
• Support the preparation of weekly schedules and reports for review with the Mobile Maintenance Manager.
• Assist with RAMS document control from engineers and subcontractors, ensuring timely submission where required.

Requirements

Essential

• Previous experience in an administrative, operational support, customer service or contract support role.
• Strong organisational and time-management skills.
• Experience raising purchase orders and supporting procurement or supplier processes.
• Good working knowledge of Microsoft Office, particularly Excel, Outlook, Word and Teams.
• Excellent communication and customer service skills.
• High level of accuracy and attention to detail.
• Ability to manage multiple tasks, deadlines and competing priorities.
• Ability to work under pressure in a busy operational environment.
• Ability to maintain confidentiality and handle sensitive employee and business information appropriately.

Desirable

• Experience within facilities management, cleaning, soft services, hard services or support services.
• Experience using Timegate or a similar workforce management system.
• Experience with payroll administration, employee records or onboarding processes.
• Experience ordering uniforms, materials, consumables or operational supplies.
• Experience supporting contract mobilisation or demobilisation activity.
• Familiarity with Corrigo or another Computerised Maintenance Management System.
• Knowledge of compliance documentation, Right to Work checks and Health & Safety administration.

Benefits

We’re proud to offer a great range of benefits including:

• 24/7 GP: Both you and your immediate family can speak to a UK-based GP from the comfort of your own home

• Mental Health support and Life Event Counseling

• Get Fit Programme

• Financial and legal support

• Cycle to work scheme

• Access Perks at Work, our innovative employee app where you can find:

• Perks: discounts, gift cards, cashback, and exclusive offers

• Life: Search for resources and tools on topics ranging from family and life to health, money and work

• Support: Online chat or telephone service for urgent support in a crisis

For more information about ABM’s benefits, visit our 

About ABM:

ABM (NYSE: ABM) is one of the world’s largest providers of integrated facility, engineering, and infrastructure solutions. Every day, over 100,000 team members deliver essential services that make spaces cleaner, safer, and efficient, enhancing the overall occupant experience.

ABM serves a wide range of market sectors including commercial real estate, aviation, mission critical, and manufacturing and distribution. With over $8 billion in annual revenue and a blue-chip client base, ABM delivers innovative technologies and sustainable solutions that enhance facilities and empower clients to achieve their goals. Committed to creating smarter, more connected spaces, ABM is investing in the future to meet evolving challenges and build a healthier, thriving world. ABM: Driving possibility, together.

For more information, visit .

ABM are committed to employment practices that promote diversity and inclusion in employment regardless of age, disability, gender reassignment, sex, marriage and civil partnership status, pregnancy and maternity status, race, religion or belief. We are proud members of the Armed Forces Covenant Employer Recognition Scheme.