Facilities & Projects Coordinator

**About Us**

At the heart of the world’s greatest golfing destination, the Old Course Hotel, Golf Resort & Spa is an AA 5 Red star, award-winning resort centred around active wellbeing and indulgent good times.

Part of Kohler Company, the Old Course Hotel, Golf Resort & Spa is a privately owned resort, priding ourselves on delivering personalised guest experiences to create lasting memories.

**Why Join Our Team?**

With a reputation as an employer of choice, we are committed to ensuring our associates are our number one priority. St Andrews is the home of golf and we are the home of great guest service. People are our passion and we believe each associate plays a vital role in providing memorable memories to our guests.

We are a forward-thinking employer committed to the Hoteliers Charter and developing our people, which is why we employ based on personality. We believe all skills can be taught Throughout your career with us, you’ll have access to a wide range of different training opportunities providing routes to progress from within, allowing you to reach your full potential whilst supported by our committed leadership team.

We love celebrating our associate’s success and do so through our employee reward recognition schemes which encompass our ‘HOME’ ethos including Associate of the Month.

Whilst working for one of the most iconic hotels in Scotland, you will be rewarded with a competitive salary, company pension scheme, free onsite car parking, meals whilst on duty, 24/7 access to our employee assistance programme and FREE fitness access.

Our benefits don’t end there, in your spare time, we also offer free access to The Duke’s golf course and superb discounts in our restaurants, shops, spa and room rates. Giving you the opportunity to enjoy the many luxuries Old Course Hotel has to offer and experience the 5* service for yourself.

A career at Old Course Hotel, what’s not to love?

**About the Role**

Reporting to the Facilities and Projects management team, you will be responsible for the efficient completion of assigned tasks and projects within the Facilities Department.

You will work independently and collaboratively to manage documentation, liaise with contractors, and contribute to the operational effectiveness of the department. This includes occasional support with maintenance tasks and active involvement in project coordination. Supporting ongoing and upcoming projects works throughout the hotel, with hands on involvement in developments and improvements across the hotel.

Your responsibilities will include;
- Coordinate and support the onboarding process for contractors, ensuring all documentation and compliance requirements are met.
- Liaise with contractors and vendors on a day-to-day basis.
- Assist with sourcing materials and supplies for facilities-related projects.
- Support procurement activities, including raising and tracking purchase orders (POs), creating CIS po’s as requested.
- Maintain and update the Planned Preventative Maintenance (PPM) planner.
- Produce and manage monthly rotas for the maintenance team, including on-call schedules.
- Update departmental whiteboards and job tracking boards.
- Respond to invoicing and PO-related enquiries.
- Provide administrative support for facilities projects, including Furniture, Fixtures and Equipment (FFE).
- Maintain and manage spreadsheets and other documentation.
- Assist with CAFM system, work order system.
- Assist the Maintenance Management Team with general administrative tasks.
- Liaise with the Reception Team to coordinate room blocking for engineers to carry out work.
- Contribute to Health & Safety compliance and reporting; working knowledge in this area is advantageous.
- Prepare reports, manage data, maintain statutory records and ensure proper filing.
- Support with any other administrative tasks as requested by management.

To be successful in this role you will have:

- Proven administrative experience in construction, facilities management, or hospitality.
- Strong organisational and prioritisation skills.
- Ability to work independently and manage multiple tasks.
- Proficient IT skills, particularly in Microsoft Excel and Outlook.
- Comfortable working in a busy, fast-paced maintenance environment.
- Experience with CAFM or work order systems.
- Knowledge of Health & Safety practices and compliance.
- Familiarity with procurement processes and contractor management.
- Experience supporting project delivery, including tracking budgets and timelines.
- HNC in Facilities or Contract Management (desirable)
- Experience working in a 5-star hospitality environment (desirable)
- Working knowledge of Construction Design and Management (CDM) regulations (desirable)

**Hours**

Permanent Full Time 40hrs

**Salary**

Competitive

**Benefits**
- Free meals and drinks in our complimentary staff canteen
- Discounts across the resort including in our restaurants, room rates, pro shop and golf course
- Wider group discounts wi