Technical Administration Coordinator

Taymouth Castle Club; Stirling; On-site; GBP 40,000 - 60,000; Full time

Job summary

A premier hospitality organization in Stirling is seeking a Technical Administration Coordinator to manage and optimize the facilities maintenance operations. This role involves organizing projects, maintaining documentation, and ensuring compliance with safety standards. The ideal candidate should have prior experience in hospitality, excellent organizational skills, and strong attention to detail. Benefits include competitive salary, staff accommodation, and access to on-site facilities. This is a great opportunity to contribute significantly to guest and staff experiences.

Benefits

Competitive Salary

Staff Accommodation on a fixed term

Uniform Provided

Meal on duty (free of charge)

Use of on-site staff gym

Access to staff activities

Discounted local accommodation for friends and family

Work-Family Culture

Qualifications

• Previous experience in the hospitality industry, preferably in a large resort setting.
• Strong communication and excellent organization skills.
• Full UK driving license required for travel between locations.

Responsibilities

• Coordinate administrative support for the technical teams and manage project schedules.
• Organise staff training in line with department requirements.
• Manage health and safety documentation and audit materials.
• Develop strategic plans for community facilities and amenities management.
• Coordinate with contractors to ensure compliance with standards.

Skills

Organisational skills

Excellent people skills

Attention to detail

Proficiency in Microsoft Word

Proficiency in Microsoft Excel

Job description

Overview

The Technical Administration Coordinator serves as the central link between the Facilities Maintenance team and its administrative functions. This role ensures that technical projects remain on schedule by managing the complex documentation, data, and communication required for technical operations.

This exciting and hugely rewarding role coordinates all aspects of Facilities Maintenance operations across Taymouth Castle Estate, Glenlyon Estate, Moness Resort and Kenmore Village. A role that is involved in many areas of the business and includes all amenities, assets, residential properties, staff housing and various buildings throughout the estates.

You will be naturally organised, detail driven and always one-step ahead; the backbone of the team. People are our priority, your expertise and knowledge contribute to the safety, comfort, and overall experience of our guests and team throughout the club.

Responsibilities

• Prioritise, organise and manage multiple projects simultaneously. Coordinate administrative support for the technical teams which includes work schedules and the evaluation of preventative and cyclical maintenance regimes. File documentation and process invoices, POs and material ordering. Assist with the annual document review process and document change process and support with the warranty claims administration process.
• Review and manage the annual department induction program. Organise staff training in line with department requirements and schedule meetings when required. Conduct inductions of staff, visitors and contractors where necessary. Support the maintenance Leadership team in the Safe Systems of Work process to complete competency & training qualifying checks.
• Manage trackers and data sheets to support department H&S management. Support the maintenance Leadership team in maintaining accurate audit documentation related to Health and Safety, including logs, trackers and records as required. Collate data and run reports to support (MaintainX) analytics. Manage trackers and data sheets to support department Maintenance management.
• Update and manage staff work rosters and arrange for contractor or consultant site visits, logging those visits on pacesetter, and sharing clear site instructions with the contractor; inductions on arrival; circulate email communications with the team when necessary. Plan and manage FM staff meal requirements as per roster.
• Identify, qualify and manage a group of preferred suppliers. Coordinate with contractors and equipment providers to ensure all work is completed and compliant with the high standards associated with our club and facilities. Establish a library of operating manuals and procedures, a calendar of warranty durations, and servicing schedules; checklists to ensure the building assets are managed and serviced according to schedule.
• Develop and implement strategic plans for the effective management of community facilities and amenities, aligning with organisational goals and objectives. Uphold our exceptional standards while demonstrating passion and flair in the pursuit of service excellence. Act as an Ambassador of Taymouth Castle Golf and Sport Club – spokesperson, advocate, and supporter.
• Support maintenance management team throughout internal and external audits. Minute meeting notes and distribute as required. Based at Taymouth Estate although travel between assets will be required.
• Support maintenance leadership team to establish and manage the working inventory of general building operation consumables and stock management; the briefing tracker; the site secure access management process (key and Salto access). Ensure all assets, equipment, and infrastructure are well maintained to prolong the building’s life.

Qualifications & Experience

• Previous experience within the Hospitality industry, preferably large resort setting. Experience in coordination of small works projects and a working knowledge in all aspects of Facilities Operations and Maintenance. Discretion in the handling and managing of sensitive client or staff documentation.
• A strong communicator with excellent people skills, organisation skills and the ability to work to strict deadlines or pre-defined timescales. Proficiency in Microsoft packages including Word and Excel, Outlook, PowerPoint and writing reports; full UK driving license as you will be required to travel between locations.
• You deliver refined, personalised, anticipatory service with a vision for quality and excellence. Attention to detail with a warm, casual style letting your genuine personality shine through. Calm, confident and discreet, taking huge pride in your presentation. Exemplary time management and problem-solving skills with the ability to adjust working days and hours of work to meet business needs, as required and during emergencies or busy seasons.

Benefits

Discover our Benefits & Perks

• Competitive Salary
• Staff Accommodation on a fixed term
• Uniform Provided
• Meal on duty (free of charge)
• Use of on-site staff gym
• Access to staff activities
• Various benefits including discounted local accommodation for friends and family to visit.
• Work-Family Culture

Location & Travel

We are situated on the A827 between Kenmore and Aberfeldy. Close to the A9. Perth (1hour) Stirling and Edinburgh Airport (1.5hours) Glasgow (2 hours).