Facilities Manager

Facilities Manager - Entry/Mid-Level

Department: Property Team
Location: Bishops Stortford main site but multi-site travel required
Contract: Full-time 7.5hr day plus 1hr unpaid lunch break
Salary: £28,000 – £40,000 per annum depending on experience, reviewed annually
Requirement: Full UK driving licence & road legal / roadworthy vehicle

This job description is intended as a guide to the principal duties and accountabilities of the role. Responsibilities will evolve over time and should not be read as a permanent, exhaustive statement of the post.

Job Purpose
To deliver effective facilities management across an office portfolio, overseeing day-to-day operations, statutory compliance, and planned maintenance. The role requires strong contractor management, rigorous monitoring of service standards, and a commitment to maintaining safe, efficient, and high-quality workplaces that support occupier satisfaction and operational performance.

Duties and Responsibilities
Compliance & Health and Safety

• Maintain 100% compliance across all assets - inspections, certificates, remedial works, and logs.
• Support asbestos management, water hygiene, and other statutory programmes; training provided where required.

Operations, PPM & Reactive Maintenance

• Maintain and optimise PPM schedules covering MEP/HVAC, life-safety, lifts, fabric, and grounds.
• Monitor BMS, trend alarms, and energy consumption to reduce unplanned downtime.
• Manage reactive maintenance through the helpdesk system, including call-outs and out-of-hours response, ensuring SLA compliance.
• Lead the asset-tagging programme across the portfolio, ensuring all furniture, IT, plant, and equipment are correctly logged to maintain a complete asset database.

Supplier & Contract Management

• Tender, appoint, and manage hard and soft services (M&E, cleaning, security, waste, lifts, landscaping, pest control) and refurbishment/fit-out projects.
• Set and enforce SLAs/KPIs; conduct monthly performance reviews, site walks, and property audits.
• Review RAMS and verify contractor insurances and competence.
• Maintain accurate system records for all planned and reactive works; produce monthly reports tracking PPM completion, SLA performance, asset condition, and outstanding actions.

Occupier Experience

• Serve as a principal point of contact for occupiers across the portfolio.
• Co-ordinate office moves, fit-outs, and dilapidations.
• Uphold front-of-house and wider service standards across serviced and managed workspace settings.

Budgeting & Financial Reporting

• Prepare and manage service charge budgets, tracking variances and accruals.
• Approve invoices within delegated authority, ensuring accurate coding and cost recovery.
• Contribute to monthly board and asset reports covering compliance dashboards, PPM completion, risk, and savings.

Sustainability & ESG

• Implement energy, water, and waste reduction plans in line with organisational ESG frameworks.
• Support EPC/MEES improvement projects and social value initiatives.

Projects & Capital Works

• Scope minor works and develop business cases; manage contractors, H&S compliance, quality control, and handover.
• Support lifecycle planning and capital replacement programmes.
• Assist with project planning, co-ordination, and progress tracking to deliver works on time and within budget.
• Carry out surveying and condition assessments to inform project scopes, asset lifecycle forecasts, and refurbishment planning.

People & Safety Culture

• Lead toolbox talks and safety briefings; champion a proactive safety culture.
• Maintain high service standards and contribute to the team’s KPI performance.

Skills & Behaviours

• Calm, accountable operator with strong client and customer service skills.
• Commercially astute — able to discuss each asset with confidence, including service charge mechanics.
• Data-driven; comfortable working with dashboards, BMS trends, and root-cause analysis.
• Organised and disciplined, with the ability to prioritise and communicate clearly in writing.

Salary & Benefits

• Salary: £28,000 – £40,000 per annum depending on experience, reviewed annually
• Car allowance: £4,200 per annum (£350 per month), paid via payroll
• Mobile phone: Company mobile provided
• Holiday: 25 days per annum plus bank holidays; business closure between Christmas and New Year at no cost to annual entitlement
• Pension: Auto-enrolment in accordance with statutory requirements
• Health Cash Plan: Membership provided
• Death in Service: 2 × annual salary