ROLE PURPOSE
The Facilities Manager is responsible for the end-to-end management of facilities services across the site, ensuring the environment is safe, compliant, well-maintained, and aligned with client expectations. This includes building operations, statutory compliance, contractor management, financial control, soft services oversight, and general workplace experience. The Facilities Manager also undertakes basic handyman-level tasks as required, escalating any specialist or regulated work to qualified professional contractors.
KEY RESPONSIBILITIES
1. Building Operations & Maintenance
o Ensure the internal and external fabric of the building is maintained to a high standard.
o Oversee planned preventative maintenance (PPM), reactive repairs, inspections, and lifecycle planning.
o Ensure all building services (M&E, HVAC, electrical, life safety systems) are serviced and compliant.
o Monitor and maintain asset registers, site plans, equipment records, and compliance documentation.
o Manage major work programmes, refurbishments, and capital projects acting as the client liaison point.
o Carry out minor handyman tasks, escalating to qualified or specialist approved professional contractors when required.
2. Statutory Compliance & Health & Safety
o Maintain full statutory and regulatory compliance for the site (e.g. fire safety, water hygiene, gas safety, electrical safety).
o Ensure ELogbooks, CAFM systems, and compliance trackers are kept up to date and audit-ready.
o Lead risk management activities, including incident investigations, insurance liaison, and corrective actions.
o Conduct regular H&S checks, audits, and inspections across all areas of the building.
o Plan and lead fire drills, emergency evacuations, and ensure emergency plans and maps are routinely updated.
o Ensure third‑party contractors adhere to all H&S standards, RAMS, permits to work, and site policies.
3. Contractor & Supplier Management
o Oversee all contracted services (e.g. cleaning, security, M&E, landscaping, waste, catering).
o Monitor contractor performance against KPIs, SLAs, and contract obligations – taking corrective action where required.
o Ensure all procurement activity complies with company policy.
4. Financial Management & Reporting
o Prepare, monitor, and control site FM budgets in line with client expectations.
o Forecast expenditure, track variances, and manage cost‑saving initiatives.
o Ensure the service agreement is delivered within agreed financial parameters.
o Produce monthly, quarterly, and annual management reports, including performance metrics, risk items, and compliance summaries.
5. Workplace Experience, Meeting Rooms & Event Support
o Ensure all meeting rooms are regularly checked and maintained to a high standard.
o Oversee cleanliness, AV readiness (non‑technical checks), layout, and room presentation.
o Escalate issues as appropriate.
o Support room setup requirements including moving furniture, adjusting layouts, and preparing rooms for meetings, workshops, or events.
o Support building‑wide events, town halls, and conferences, ensuring smooth setup and reset.
6. Client Relationship & Stakeholder Engagement
o Act as the primary point of contact for the client's day‑to‑day operational needs.
o Attend client meetings, provide performance updates, and ensure actions are completed.
o Build and maintain strong client relationships through consistent service quality.
o Identify and implement service improvements that enhance the client's workplace environment.
7. Leadership & Team Management
o Lead the Facilities Co‑ordinator.
o Provide coaching, support, and regular performance reviews for direct reports.
o Foster a culture of safety, customer focus, and continuous improvement.
8. Additional Responsibilities
o Liaise with local authorities, emergency services, insurers, and regulatory bodies.
o Support ESG and sustainability initiatives across energy, waste, and recycling.
SKILLS & COMPETENCIES
* Strong knowledge of building systems and basic repair techniques.
* Ability to carry out basic handyman tasks safely and competently.
* Excellent leadership and supplier management skills.
* Strong commercial awareness and budgeting skills.
* Skilled in problem‑solving and prioritisation.
* Excellent communication and reporting ability.
* Competent in CAFM/ELogbooks and MS Office.
* Ability to work within a team and on own initiative and within a pressurised environment with excellent organisational and planning skills.
EXPERIENCE & QUALIFICATIONS
Essential:
* Previous experience as a Facilities Manager or Senior FM role.
* Strong understanding of statutory compliance and health & safety responsibilities.
* Experience managing multiple FM service providers.
* Ability to complete minor repairs and basic maintenance work.
* Strong experience with budget management and reporting.
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