Facilities Manager

About the Role

We are recruiting for an experienced and proactive Facilities Manager to oversee the coordination, performance and delivery of facilities management services across multiple operational sites.

This is a varied role that combines contractor management, facilities maintenance, health and safety compliance, budget control and operational improvement.

The successful candidate will be responsible for ensuring third-party service providers deliver against contractual obligations, maintaining high operational standards and developing effective planned preventative maintenance (PPM) programmes.

Working closely with internal operational teams, external contractors and senior management, you will play a key role in ensuring facilities remain safe, compliant, cost-effective and fully operational.

Key Responsibilities

Third-Party Contractor & Vendor Management

• Oversee and coordinate the day-to-day activities of third-party facilities contractors and service providers.
• Act as a key point of contact between external contractors, internal facilities teams and operational stakeholders.
• Monitor contractor performance, ensuring agreed service levels, timescales and contractual obligations are consistently achieved.
• Manage and maintain the online facilities job reporting system, ensuring maintenance requests are accurately logged, allocated, monitored and completed.
• Attend regular facilities meetings, providing updates on contractor performance, outstanding works, service delivery and key performance indicators.
• Build and maintain strong relationships with external suppliers, identifying opportunities to improve service quality and operational efficiency.

Facilities Maintenance & Operational Management

• Coordinate the development and implementation of comprehensive Planned Preventative Maintenance (PPM) schedules across designated sites.
• Work alongside contractors and internal teams to ensure statutory inspections, servicing and maintenance activities are completed within required timescales.
• Identify maintenance requirements, operational risks and opportunities for improvement.
• Develop and maintain site inspection programmes to support the long-term condition, safety and efficiency of facilities.
• Ensure reactive maintenance issues are addressed promptly, minimising disruption to daily operations.
• Support operational teams with facilities requirements associated with new projects, site developments and ongoing maintenance activities.

Health, Safety & Compliance

• Ensure all facilities management activities comply with relevant health and safety legislation.
• Monitor the completion of mandatory inspections, statutory testing and compliance checks across equipment, buildings and facilities.
• Ensure third-party contractors fulfil all contractual health and safety responsibilities.
• Work closely with site management teams to coordinate additional inspections and compliance requirements outside existing supplier agreements.
• Maintain accurate documentation relating to maintenance, inspections, contractor activities and regulatory compliance.
• Promote a proactive approach to health and safety, identifying potential risks and supporting the implementation of corrective actions.

Budget Management & Financial Control

• Manage the raising and administration of Purchase Orders (POs) for approved maintenance works, contractor services and facilities projects.
• Support the monitoring and management of facilities expenditure, ensuring activities remain within agreed budgets.
• Review supplier costs and identify opportunities to achieve efficiencies without compromising service delivery.
• Assist with cost forecasting and financial planning for both reactive and planned maintenance programmes.
• Contribute to supplier performance reviews and initiatives aimed at reducing operational expenditure.

Strategic Planning & Continuous Improvement

• Identify gaps in existing facilities services and recommend practical, cost-effective solutions.
• Review maintenance processes, reporting systems and contractor performance to drive continuous improvement.
• Contribute to facilities planning associated with business growth, operational changes and site development projects.
• Work collaboratively with senior management to ensure facilities services support wider business objectives.

Skills & Experience Required

Essential:

• Previous experience in Facilities Management, Facilities Coordination, Building Services or a similar operational role.
• Proven experience managing external contractors, suppliers or third-party service providers.
• Good understanding of health and safety legislation, statutory compliance and facilities inspection requirements.
• Experience coordinating planned preventative maintenance (PPM) and reactive maintenance activities.
• Familiarity with CAFM systems, online maintenance portals or facilities management reporting platforms.
• Experience raising Purchase Orders and supporting departmental budget administration.
• Strong organisational skills with the ability to prioritise multiple maintenance activities across different sites.

Desirable:

• Experience working within a multi-site operational, industrial, logistics or commercial facilities environment.
• Knowledge of contractor service-level agreements (SLAs) and performance management.
• Relevant facilities management qualifications, such as IWFM or equivalent.
• IOSH, NEBOSH or other recognised health and safety qualifications.
• Experience identifying cost savings and implementing operational improvements.
• Understanding of statutory building inspections, equipment servicing and maintenance compliance.

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