Technical Administration Coordinator

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.

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. The filing of documentation and processing of invoices, PO’s and material ordering. Assist with the annual document review process and document change process and support with the warranty claims administration process.

Reviewing and managing the annual department induction program. Organising staff training in line with department requirements and scheduling meetings when required. Conduct inductions of staff, visitors and contractors where necessary. Support 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 (Maintain

X) analytics. Manage trackers and data sheets to support department Maintenance management.

Update and manage staff work rosters and arrange for contractor and 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. Coordinating contractors and equipment providers to ensure all work is completed and compliant with the high standards associated with our club and facilities. We do the right thing, ensure when you assist contractors that this is upheld. 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 flare in the pursuit of service excellence. We respect people, places, and culture, and 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). People are our priority, you take pride in and ensure all assets, equipment, infrastructure are well maintained to prolong the buildings life.

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…