Senior Administrator Facilities Management

Heriot Watt University

Purpose of Role

Assists the Estates team in ensuring the smooth running of the campus ensuring effective operation, compliance, and presentation of campus facilities while delivering high-quality administrative and logistical support for events. It balances internal and external space demands, maintains health and safety standards, and manages vendor relationships. The role also provides leadership to junior staff, fosters collaboration with stakeholders. Ultimately, it supports a safe, efficient, and engaging environment for staff, students, and external partners.

Facilities Administration

• Oversee day-to-day operations of campus/organizational facilities, ensuring safety, compliance, and efficient use of space.
• Manage facility booking systems, allocate spaces, and coordinate room scheduling to balance internal and external demands.
• Liaise with maintenance, security, and cleaning teams to ensure facilities are fully operational and well-presented.
• Monitor compliance with health, safety, environmental, and accessibility regulations.
• Maintain accurate records of space usage, service requests, and vendor contracts.

Event Administration

• Lead the planning, scheduling, and coordination of internal and external events, conferences, workshops, and staff activities.
• Supervise event logistics including catering, audiovisual, signage, and room setups.
• Provide on-site oversight for major events, ensuring smooth execution and immediate issue resolution.
• Conduct post-event evaluations and prepare reports to capture lessons learned.
• Support promotion of facilities and event spaces for external revenue generation.

Leadership and Stakeholder Engagement

• Act as the primary administrative contact for staff, students, and external partners in relation to facilities and events.
• Supervise and guide junior staff, interns, and temporary event personnel.
• Foster collaborative relationships with academic and professional services teams to align facilities support with organizational needs.
• Manage vendor and supplier relationships, ensuring service quality and cost-effectiveness.

Financial and Administrative Management

• Assist in preparing and monitoring budgets for facilities and events.
• Review invoices, track expenditures, and support procurement processes.
• Maintain records of contracts, service agreements, and compliance certifications.
• Provide regular reports on facilities performance, event outcomes, and administrative metrics.