Property Coordinator

Posted:: June 24, 2025
Closing Date For Applications:: July 30, 2025

Location: Skibo Castle, Dornoch, Scotland

Position: Full-Time

Salary: Competitive + gratuities (see below for details)

About Skibo

The Carnegie Club at Skibo Castle is a world-renowned private members club situated in the Scottish Highlands. One of the most exclusive destinations worldwide, Skibo offers members and their guests a taste of true Highland hospitality with stunning surroundings and luxury facilities. Whether your passion lies in food preparation, fine wines, guest service or country sports, as a team member of one of The Carnegie Club's 20+ departments you will be part of a fantastic group of people who share the same passion for delivering the very best.

Property & Maintenance at The Carnegie Club

Our Property and Maintenance team is crucial to the smooth operation of the Club and to providing our members and guests with an exceptional experience during their stay.

The department is responsible for maintaining the Club's extensive property portfolio, ensuring that the buildings, services and facilities across our 8,000-acre estate remain in perfect condition.

The team cares for Skibo's historic listed buildings, including the castle, which dates back to the 1200s, as well as the sensitively restored swimming pool and Equestrian Centre. The team also oversees contemporary structures, such as the Clubhouse and the newly built Treehouse, as part of our ongoing improvement programme.

About the Role

To provide administrative and coordination support to the Property and Maintenance team, ensuring the smooth operation of maintenance activities across the Estate. The role involves coordinating repair schedules, managing maintenance records, liaising with contractors, and ensuring compliance with health and safety regulations.

Key responsibilities include:

Maintain accurate records of maintenance requests, works completed, and scheduled tasks.
Assist in preparing reports, budgets, and compliance documentation.
Keep up-to-date asset registers and warranty information.
Schedule and coordinate reactive and planned preventative maintenance (PPM).
Liaise with internal departments to ensure maintenance activities are carried out with minimal disruption to guests and staff.
Communicate with external contractors and suppliers, including raising and tracking purchase orders.
Support the team in ensuring the property complies with UK health and safety regulations.
Monitor statutory inspections (e.g., fire safety, lifts, HVAC) and update certification records.
Ensure safe working practices and adherence to hospitality and estate health and safety procedures.
Respond promptly to maintenance-related enquiries from staff and guests.
Monitor BMS systems, prioritising and assigning tasks accordingly.

Who We Are Looking for

You have previous administrative experience, ideally in a facilities or maintenance environment within hospitality or a similar sector.
You have strong organisational and time management skills.
You have excellent written and verbal communication.
You’re proficient in Microsoft Office (particularly Excel and Outlook).
Experience using maintenance or property management systems is advantageous.
You have a basic understanding of building maintenance terminology and operations.
Health and Safety training (e.g., IOSH) is desirable but not essential.
You have a high attention to detail and accuracy.
You take a proactive approach to problem-solving.
You’re confident working independently as well as collaboratively within a team.
You are discreet, reliable, and maintain a professional demeanour at all times.

Gratuities

Gratuities (tips) are passed directly to staff and paid to all employees on a pro-rata basis regardless of their role.

"Our Property Team is the steadfast guardian of Skibo Castle’s charm – preserving its legacy with care, while ensuring every guest experiences timeless luxury and comfort.”

Jack Weatherall, Head of Property

What we can offer you

Share of gratuities
33 days annual leave pro-rata
Meals on shift are provided free of charge
Access to staff benefit scheme
Local staff transport service - details can be found here
Complimentary use of staff gym
Discounted estate activities including quad biking and horse riding
Discount in the Club shop
'Refer a friend' bonus scheme
Staff events
Discount on eyecare
Long Service Awards

Our Values

Seamlessly Connected We are joined up in how we operate and look after our colleagues, members, and guests.
Go Beyond We have a drive and energy to do things better.
Make Their Day We anticipate the needs of our colleagues and members to bring joy.
Our People Uncommonly committed people with a passion to deliver and delight.
Our Estate Appreciating our incredible environment in which to perform - both at Skibo and the wider Highlands.
Personalised Magical Moments Creating personalised moments tailored for each colleague, member, and guest.

How to Apply

To apply, please email your CV to recruitment@carnegieclub.co.uk along with your responses to the following questions:

Can you describe your experience coordinating tasks or working with contractors in a busy environment?
How do you ensure accurate tracking of maintenance records and compliance documentation, particularly under tight deadlines?

Closing Date For Applications: July 30, 2025

Applications may close before the deadline, so please apply early to avoid disappointment.

We are committed to making our recruitment process as inclusive and welcoming as we can for everyone, no matter who you are or where you’re from. If there is anything at all we can do to help you feel comfortable and show off your best side during the process, please do let us know.

By applying for this position, you consent to the collection, use and disclosure of your personal data to Skibo Limited and all relevant third parties for the purpose of processing your application for this job position. You understand and acknowledge that your personal data will be processed in accordance with our Data Protection Policy.