Job Description

Company

: Group Retreats

Location

: Remote and Office (UK-based). Travel and short overnight trips will be common.

: Facilities & Property Manager

Employer:

Group Retreats / GR Hotels -- Luxury group accommodation & boutique country houses / hotels

Location:

UK (multi-property portfolio; role will coordinate across multiple houses/hotels)

Position Summary

As Facilities & Property Manager you will oversee the upkeep, safety, and smooth operations of all Group Retreats / GR Hotels properties -- which include large historic country houses, mansions, boutique hotels, and luxury group accommodation. You will ensure each property remains in excellent condition, compliant with health & safety and statutory requirements, and ready for guest arrival and group use. You'll lead caretakers, maintenance teams and co-ordinate contractors, working proactively to maintain standards befitting luxury accommodation.

Role Purpose

The Facilities & Property Manager provides organisational, administrative, planning and compliance support for the Group Retreats / GR Hotels property portfolio. This role ensures all properties remain safe, compliant, well-organised, and ready for guest occupation by coordinating maintenance schedules, statutory obligations, caretaker activities, validations, utilities, insurance, documentation, and operational readiness.

Although primarily office-based, the role includes site visits to verify standards, complete checks, support validations, and assist with property readiness.

This position works

alongside -- not in place of -- the Maintenance Manager

, who leads the hands-on, technical and physical maintenance work.

Key Responsibilities1. Planning, Scheduling & Coordination (Office-Based Focus)

Create and maintain the

maintenance schedule

, ensuring planned works, statutory checks, compliance tasks and maintenance weeks are organised in advance. Coordinate with the

Maintenance Manager

to ensure planned works fit operational needs and guest bookings. Obtain quotes, prepare cost comparisons, organise budgets, and schedule timelines for upgrades and improvement projects. Maintain the central

property compliance calendar

, ensuring nothing lapses (FRAs, EICRs, gas safety, water hygiene, insurance inspections etc.). Track progress on planned works, ensuring the Maintenance Manager and caretakers are briefed and resourced.

2. Caretaker & Operational Support

Coordinate caretakers'

schedules, hours, rotas, holiday cover

, and workload planning. Set and monitor caretaking standards for presentation, cleanliness, stock checks and operational duties. Manage caretaker

stock levels

, consumables, tools and supplies -- including ordering, audits and stock takes. Oversee caretaker/cleaner

training

, ensuring consistent standards across all properties. Support operational readiness by planning

pre-check-in and post-check-out

workflows.

3. Health, Safety & Statutory Compliance

Maintain and update all compliance documentation, ensuring properties are always

audit-ready

. Organise statutory testing and safety checks (gas, electrical, fire systems, water hygiene, insurance requirements). Arrange and manage

Fire Risk Assessments (FRAs)

and H&S risk assessments. Ensure all contractors used meet compliance and documentation requirements. Conduct periodic H&S checks during site visits to verify compliance and standards.

4. INVALs & EXVALs (Quality Assurance)

Organise and conduct

INVALs (Internal Validations)

-- internal compliance and quality checks covering documentation, safety, cleanliness, stock, maintenance status and presentation. Prepare properties, documentation and staff for

EXVALs (External Validations)

carried out by a Director or other external party. Record findings, assign actions to caretakers or the Maintenance Manager, and track completion. Use validation data to improve operational processes, record-keeping and compliance management.

5. Guest Turnover Coordination

Oversee and document pre-arrival and post-departure operational processes, ensuring high standards of property readiness. Ensure all inventories, guest setup requirements and presentation standards are consistent across properties. Organise and record

meter readings

(electric, gas, water) as needed. Manage or oversee

linen stock and rotation

(where applicable).

6. Documentation, Records & Administrative Management

Maintain all property files, certificates, utilities accounts, insurance documents, maintenance logs and validations in a structured and accessible format. Prepare weekly, monthly or quarterly reports for senior management. Track budgets, raise purchase orders, and control property-related spending. Support property

takeovers

, organising snagging lists, documentation, insurance, utilities setup, and initial compliance checks.

7. Utilities, Insurance & Business Rates

Manage utilities accounts (gas, electricity, water, telecoms) -- including tariff/contract reviews, meter reads, accuracy checks, and cost tracking. Handle

property insurance

administrative tasks -- renewals, compliance requirements, claim paperwork, and record management. Manage

business rates

and other property financial obligations where necessary.

Relationship With the Maintenance Manager

This role is

not a hands-on maintenance role

.

The Maintenance Manager remains responsible for technical work, repairs, on-site maintenance and contractor supervision. The Facilities & Property Manager ensures the

organisational framework

, scheduling, compliance documentation, standards, stock, and operational oversight are in place to support and structure the work the Maintenance Manager delivers.

Skills & Experience Required

Strong organisational, planning and coordination skills. Experience in property, facilities, hospitality, or operational management. Excellent administrative capability with high attention to detail. Strong communication skills -- able to work with caretakers, contractors, directors and the Maintenance Manager. Ability to manage documentation, compliance, certificates, schedules, logs and audit trails. Good understanding of property-related compliance (H&S, FRAs, utilities, statutory testing). Proficient with documentation management, spreadsheets and organisational tools.
Applicants should apply with their CV through indeed,

with a covering letter

.

Job Types: Full-time, Permanent

Pay: 30,000.00-50,000.00 per year

Benefits:

Company events Free parking On-site parking
Work Location: Hybrid remote in Ipswich IP4 1AQ