UK - Facilities Manager

Facilities Manager

Overview

We are seeking a highly capable and hands-on Facilities Manager to oversee the operational performance, maintenance, and compliance of our UK office portfolio, with primary responsibility for our Bishopsgate site.

This role blends strategic facilities oversight with day-to-day technical management, covering building systems, preventive and reactive maintenance, vendor coordination, and compliance. The Facilities Manager will ensure all environments remain safe, efficient, and well-maintained while supporting the broader business and the Head of Facilities Management in delivering continuous operational improvement.

The ideal candidate will combine strong technical knowledge (BMS, HVAC, plumbing, electrical) with practical experience using ticketing systems and computerized maintenance management systems (CMMS) to priorities and manage workload effectively.

Key Responsibilities

Facilities Operations & Maintenance

• Manage and deliver all aspects of day-to-day facilities operations, ensuring optimal building performance across mechanical, electrical, plumbing, and HVAC systems.
• Oversee and operate Building Management Systems (BMS) to monitor performance, respond to alarms, and ensure system efficiency.
• Conduct regular inspections to identify defects or maintenance issues and complete or arrange prompt corrective actions.
• Deliver both Planned Preventive Maintenance (PPM) and Reactive Maintenance tasks within agreed timelines and service standards.
• Use and manage a Computerised Maintenance Management System (CMMS) or ticketing system (e.g., ServiceNow) to log, track, and resolve maintenance requests.
• Perform or coordinate minor repairs, installations, and adjustments (e.g., lighting, fixtures, furniture, and equipment).
• Support internal office moves, space reconfigurations, and small refurbishment projects.

Contractor & Vendor Management

• Support the Head of Facilities Management with the selection, onboarding, and performance management of contractors and suppliers.
• Source and evaluate quotes and tenders, submit recommendations, and ensure best value for money.
• Manage on-site contractors, ensuring all works comply with health, safety, and quality standards.
• Lead pre-start meetings, coordinate progress reviews, and complete post-work inspections.
• Ensure full compliance with Construction Design and Management (CDM) Regulations for applicable projects.

Health, Safety & Compliance

• Ensure full compliance with all UK statutory property and workplace safety regulations, including:
• Fire safety (detection systems, extinguishers, emergency lighting)
• Water hygiene and Legionella management
• Electrical testing and certification (PAT/EICR)
• Mechanical systems servicing (HVAC, gas, and ventilation)
• Conduct and record periodic Health & Safety inspections and risk assessments in partnership with the Global Protection Services Team.
• Maintain and update safety documentation, method statements, and compliance certificates.
• Promote a culture of proactive safety awareness and compliance across all locations.

Financial & Budget Control

• Assist in the preparation and management of facilities budgets, providing accurate cost data and forecasts.
• Process and reconcile invoices accurately and promptly.
• Monitor expenditure and identify opportunities for cost reduction and operational efficiencies.
• Deliver all maintenance and project works on time and within budget, reporting any variances promptly to the Head of Facilities Management.

Project Delivery

• Develop project briefs, scopes of work, and timing plans for minor works, refurbishments, and lifecycle replacement projects.
• Coordinate with internal teams and external consultants to ensure timely, compliant, and high-quality outcomes.
• Undertake site inspections, manage defect lists, and ensure smooth project handover.
• Work collaboratively with the Service Delivery team to minimise business disruption during works.

Multi-Site Support

• Provide remote and on-site support for all UK offices, ensuring consistent maintenance standards and compliance across the portfolio.
• Conduct periodic site visits to review building conditions, identify improvements, and implement best practices.

Skills, Knowledge & Experience

Essential:

• Proven experience in facilities management or building maintenance, ideally within a multi-site, commercial office, or corporate environment.
• Strong working knowledge of Building Management Systems (BMS) and building services infrastructure, including:
• HVAC systems (air handling units, chillers, split systems)
• Plumbing and water systems
• Electrical systems and lighting controls
• General building fabric and finishes
• Experience using ticketing systems or helpdesk platforms (e.g., ServiceNow, Planon, Concept, or similar).
• Proficiency with CMMS platforms for managing planned and reactive maintenance.
• Strong understanding of Health & Safety standards (IOSH or NEBOSH qualification preferred).
• Excellent written and verbal communication skills with proven stakeholder management experience.
• Strong vendor and contractor management capability.
• Solid organizational, planning, and problem-solving skills.
• Competent IT user (Microsoft Office, Excel, Word, Outlook).
• Full, clean UK driving licence (required for multi-site travel).
• Desirable:
• Professional membership or qualification in Facilities Management (IWFM, RICS, or IMechE).
• Trade certification (electrical, plumbing, HVAC, or mechanical).
• Knowledge of sustainability initiatives and energy efficiency management.
• Experience managing small capital or refurbishment projects.

Personal Attributes

• Hands-on, technically confident, and solutions-focused.
• Strong attention to detail with a commitment to maintaining high standards.
• Proactive and self-motivated, capable of working independently and managing multiple priorities.
• Approachable, professional, and customer-focused.
• Calm under pressure with strong analytical and decision-making skills.

Reporting Line

• Reports to: Head of Facilities Management (UK)
• Works closely with: Service Delivery, Health & Safety, Security, Workplace Experience, and Procurement Teams

Location & Travel

• Primary location: Bishopsgate, London
• Occasional travel to other UK office sites as required.