Job Description

Job Purpose


Retreats Group Limited are completing the restructuring of their Facilities Department, and are therefore looking to recruit a

Facilities Manager

.


As Facilities Manager, you will have overall responsibility for the historic buildings and grounds of its three luxury hotels on the St Davids Peninsula in Pembrokeshire - Twr y Felin Hotel, Penrhiw Priory and Roch Castle - along with its dedicated Laundry and its Maintenance Hub.


Job Overview


Reporting to the General Manager, the Facilities Manager will ensure that the buildings and grounds are maintained to a consistently high standard. This includes managing the in-house Caretakers and out-of-hours Maintenance Contractor, along with general building and specialist contractors undertaking reactive and planned works. With the General Manager, they will jointly manage the external grounds contractors.


They will be the client contact for the company's development projects, working closely with its Consultant Project Manager and the General Manager.


They will also be responsible for ensuring the Health & Safety compliance of the in-house team, and external contractors undertaking maintenance works for the company.


Duties & Responsibilities

Manage the Caretakers, including supporting the Senior Caretaker to schedule weekly and monthly tasks, and review the maintenance task reporting system (MEWS). Jointly with the General Manager, manage the external grounds contractors. Manage the outsourced reactive and out-of-hours Maintenance Contractor, including monitoring performance and costs. Work with the operational teams to schedule reactive and planned tasks by the Caretakers, and general building and specialist contractors, to keep the company's installations and systems operating effectively. Work with the General Manager and Consultant Architect to identify repair-and-maintenance projects. On smaller projects, undertake these using external contractors. On larger projects, which will be managed by the Consultant Project Manager, act as the client contact. Work with the Facilities Coordinator in their role of transferring as-built property information onto the Matterport 3D Digital Twins. When complete (expected April 2026), ensure that the Matterports are utilised and updated as required following any works. Work with the Facilities Coordinator and Caretakers to develop the Maintenance Hub's stock control systems. Maintain the Contractors & Suppliers Registerfor products and components to ensure best value procurement. Regularly review the Maintenance (Caretakers & Contractors) calendar that records required maintenance tasks undertaken by Caretakers and Contractors - from daily to 10-yearly. Work closely with the Health & Safety Coordinator to maintain the Statutory Inspections*
Monitor the properties' building management systems (BMS). Ensure that checks on installations are carried out in order to maintain warranties. Assist the Accounts Manager by forecasting monthly maintenance spend. With the assistance of the Health & Safety Coordinator, manage the Caretakers' and external contractors' Health & Safety responsibilities - such as undertaking checks, developing and updating Risk Assessments, developing and reviewing safe systems of work (SOPs), and managing hazardous and flammable substances. Liaise with the company's Health & Safety Consultant where necessary. Jointly with the Health & Safety Coordinator, work with company's broker to ensure that all insurances for the business are appropriate and in place. Ensure that the insurers' requirements in their annual Risk Reduction Reports, such as works and inspections, are enacted. Assist the Health & Safety Coordinator to ensure that any actions identified in the annual Fire Risk Assessments are implemented. Manage the utility accounts with the support of the company's broker, including submitting gas and electricity meter readings for all properties on a monthly basis. Manage the company's keys and suiting. Work with the General Manager to make the business more sustainable and ensure that government and industry sustainability targets are met, including exploring carbon-reduction projects and available grants/loans. Ensure that the company's vehicle fleet is maintained - managing servicing, MOTs and repairs as required. Manage the company's waste management, including increasing recycling rates. Undertake corporate training courses as required.

Required Qualifications and Experience

Background or experience in facilities management or project management. Experience of working in or managing a team, and with consultants and contractors. A general understanding of Health & Safety management and protocols. Ability to prioritise works in a live hospitality environment. Computer literacy - including Microsoft Word, Excel and Outlook Calendars. An interest in sustainability. Full driving licence.

Desirable Qualifications and Experience

A good technical understanding of at least some of the following installations: mechanical, electrical, plumbing, drainage, fire detection, CO2 monitoring, security systems, IT, TV and telecoms. Possession of, or working towards, a recognised Health & Safety qualification such as CSCS, IOSH or NEBOSH. An understanding of Health & Safety management and protocols generally, including awareness of the Construction (Design and Management) Regulations 2015. Experience of viewing and interrogating Matterports used as a Facilities management tool. Experience or appreciation of working with historic buildings. Experience of using BMS systems. Experience of working in a customer-services focused environment such as hospitality, with the ability to prioritise works in a live environment.

You will be primarily based at Twr y Felin Hotel, but will work across all four properties.


Working Hours & Flexibility


We're committed to offering a role that suits a variety of working styles and life commitments. Key details include:

Contracted hours: 32-40 hours per week Flexible structure: Open to both standard weeks and compressed hours (e.g. five days worked across four longer days) Location: Primarily site-based, with the option for one day per week remote working, depending on operational needs Core schedule: Monday to Friday, with occasional weekend working encouraged to support the operational team and provide senior management presence Role responsibilities: Includes Duty Manager duties, contributing to the leadership and smooth running of daily operations
Salary, 44,000 per annum