Job Description

Role context and purpose:

The Facilities Manager will take day-to-day responsibility for the smooth and efficient operation of two floors within a serviced office environment. This is a hands-on, operational role focused on ensuring the office, meeting rooms, and shared spaces are safe, compliant, well-maintained, and provide a high-quality environment for staff, members, and visitors.

Key Responsibilities:

Facilities Operations

Act as the first point of contact for all facilities issues and requests. Manage building access systems, including staff passes, visitor access, and security coordination. Oversee postal services, deliveries, and courier requirements. Monitor and maintain adequate stocks of office supplies and refreshments. Ensure meeting rooms and common areas are set up, presentable, and ready for use. Conduct regular walk-throughs to check office standards and address issues promptly. Work closely with the People & Culture, Technology and Finance teams to ensure smooth operations.

Health & Safety Compliance

Ensure compliance with health & safety policies, risk assessments, and statutory obligations. Organise and support fire drills, first aid provision, and building evacuation procedures. Carry out regular H&S inspections and escalate issues as required. Maintain up-to-date records of compliance checks, permits, and contractor works.

Maintenance & Contractor Management

Oversee the Planned Preventative Maintenance (PPM) schedule and ensure timely completion of works. Liaise with landlords, building management, and external contractors for repairs, servicing, and upgrades. Manage day-to-day contractor visits, including site access, permits, and completion checks. Log, track, and follow up on all maintenance requests to ensure issues are resolved.

Administration & Reporting

Maintain accurate records of service contracts, asset register, compliance certificates, and supplier contacts. Support budget control through monitoring of facilities expenditure and supplier invoices. Collect, analyse and report information on facilities matters for review by the Executive team. Provide regular updates and reports on facilities performance, outstanding works, and compliance status. Communicate clearly, work effectively with others, and contribute to team objectives. Champion BCS values by embedding them into daily work, fostering a positive culture, and encouraging others to do the same. Demonstrate a continuous improvement mindset by seeking opportunities to enhance processes, performance, and outcomes. Remain flexible and adaptable in response to changing priorities, challenges, and work environments. Embrace change positively and support others through periods of transition

PERSON SPECIFICATION

Education & Qualifications

IWFM Level 4 qualified (or equivalent professional experience) 5 GCSE's including Maths & English at Grace C/5 or above IOSH Managing Safely Certificate IWFM professional membership is desirable but not essential

Experience

Experience in a facilities role (Coordinator, Supervisor, or Manager) with a strong operational focus. Proven ability to manage contractors and oversee maintenance schedules. Experience working in a serviced office or multi-tenant environment is desirable but not essential. Budget tracking or procurement experience would be advantageous.

Competencies & Skills

Customer-focused, creating a welcoming and professional office environment. Strong organisational and time-management skills with the ability to prioritise effectively. Excellent communication and interpersonal skills. Proactive, able to anticipate office needs (supplies, maintenance, staff moves, meeting requirements) Relationship management, able to liaise effectively with colleagues, senior leaders, suppliers and visitors, managing expectations appropriately with a positive manner. Problem solving, able to identify issues quickly and develop practical solutions. Professional, with high level of integrity and reliability. Proficient in Microsoft 365 (Word, Excel, Outlook, Teams) and document management tools. Hands-on, proactive, and customer-focused approach.

Knowledge

Sound knowledge and understanding of UK health, safety, and facilities management legislation, including but not limited to the Health and Safety at Work Act 1974, Fire Safety Order 2005, Workplace (Health, Safety and Welfare) Regulations 1992, and relevant event safety, accessibility, and data protection requirements. Familiarity with access control systems, facilities management systems or helpdesk software is desirable but not essential. Experience in professional membership organisations, their governance, member experience, and professional standards would be advantageous.

Special Conditions:

Significant manual handling involved on a regular basis. Required to be on-call for out-of-hours for emergencies.
Job Types: Full-time, Permanent

Pay: Up to 32,000.00 per year

Work Location: In person