Facilities Manager

About this role

Facilities Manager

Company Overview

The Well Group Limited is a multidisciplinary provider of planned, reactive and compliance-led maintenance services. Through our specialist divisions, we support schools, healthcare facilities, commercial premises, local authorities and other organisations across London and the Home Counties.

Well Planned FM is our facilities management division. We coordinate a broad range of building maintenance and statutory compliance services through our directly employed team and approved network of specialist contractors.

As our facilities management portfolio continues to grow, we are seeking an experienced, highly organised and commercially aware Facilities Manager to take ownership of contract delivery and help develop our operational team.

Role Overview

This is a hands-on Facilities Manager position combining contract management, service delivery, scheduling and operational coordination.

The successful candidate will manage the day-to-day delivery of a portfolio of facilities management contracts covering planned preventative maintenance, reactive maintenance, remedial works and statutory compliance services.

The role will initially include direct responsibility for scheduling engineers and contractors, monitoring jobs, maintaining client systems and ensuring that all contracted services are delivered within the required timescales. It is therefore important that applicants are comfortable working at both a managerial and operational level.

As the facilities management division grows, there will be an opportunity for the successful candidate to build and lead a supporting team of facilities management administrators and coordinators. The role is ideally suited to someone who wants to establish effective systems, take ownership of service delivery and grow into a senior operational leadership position.

Key Responsibilities

1. Facilities Management Contract Delivery

• Take day-to-day responsibility for the delivery of assigned facilities management contracts and service-level agreements.
• Manage planned, reactive, remedial and compliance-related maintenance across a varied client portfolio.
• Ensure contracted services are delivered within the required frequency, timeframe and agreed service level.
• Review contract requirements, asset schedules, maintenance frequencies and client-specific obligations.
• Maintain clear oversight of completed, outstanding, overdue and upcoming works.
• Identify risks to service delivery and take appropriate action before contractual deadlines are missed.
• Ensure recommendations and remedial actions are tracked from identification through to completion.
• Provide clients and senior management with clear updates on contract performance.

2. Scheduling and Operational Coordination

• Personally coordinate and schedule planned maintenance visits, reactive call-outs and remedial works.
• Allocate work to directly employed engineers and approved specialist contractors.
• Maintain planned maintenance calendars and ensure visits are arranged within the required service period.
• Issue job details, scopes of work, access information, purchase orders and supporting documents before attendance.
• Respond to delays, emergencies, access issues, cancellations and changing client priorities.
• Rearrange unsuccessful or incomplete visits promptly.
• Balance operational workloads while considering geography, competence, availability and client requirements.

3. Planned Preventative Maintenance

• Manage the delivery of planned preventative maintenance across multiple sites and contracts.
• Review PPM schedules to confirm that all required services have been included and correctly programmed.
• Monitor upcoming services and ensure sufficient notice is provided to clients and site representatives.
• Check that service frequencies, asset quantities and planned dates reflect the contractual requirements.
• Ensure reports, certificates and supporting documentation are obtained following each attendance.
• Identify gaps, duplicated activities, incorrect frequencies and services at risk of becoming overdue.
• Coordinate follow-up works arising from planned maintenance visits.

4. Reactive Maintenance Management

• Oversee reactive maintenance instructions received by telephone, email or client portal.
• Assess urgency and allocate each request to an appropriate engineer or contractor.
• Monitor response and completion times against agreed service levels.
• Keep clients informed of attendance arrangements, delays, findings and next steps.
• Escalate high-risk, urgent or unresolved issues where appropriate.
• Ensure completion evidence, photographs, job sheets and technical reports are received.
• Determine whether further investigation, remedial work or quotation is required.

6. Engineer and Contractor Management

• Coordinate directly employed engineers and approved specialist contractors.
• Confirm that individuals attending site have the correct competence, information and documentation.
• Provide clear scopes of work and define the required completion evidence.
• Monitor contractor attendance, response times, reporting standards and quality of service.
• Maintain contractor records, including insurance, qualifications, accreditations and health and safety documentation.
• Challenge incomplete, late or poor-quality work and arrange corrective action where required.
• Develop reliable working relationships with contractors and suppliers.
• Help identify and onboard additional specialist contractors as the division grows.

7. Quotations and Remedial Works

• Review service reports and identify recommendations requiring further action or quotation.
• Obtain costs, technical information and supporting details from engineers, contractors and suppliers.
• Prepare and review quotations using approved templates and schedules of rates.
• Ensure proposed works adequately address the reported defect or compliance recommendation.
• Issue approved quotations and follow up outstanding client decisions.
• Convert accepted quotations into job orders and coordinate delivery.
• Maintain an accurate remedial and quotation tracker.
• Monitor quoted, approved, scheduled, completed and invoiced works.

8. CAFM and Client Portal Management

• Maintain accurate and current information within Joblogic and other client CAFM systems.
• Ensure jobs are created, allocated, updated and closed correctly.
• Upload reports, certificates, photographs and completion information within agreed deadlines.
• Cross-check job records against PPM schedules, quotations, purchase orders and client portals.
• Identify missing jobs, duplicated records, incorrect statuses and incomplete documentation.
• Ensure job statuses accurately reflect the current operational and commercial position.
• Produce reports covering performance, compliance, outstanding actions and overdue work.

9. Client and Stakeholder Management

• Act as a contact for assigned clients.
• Develop positive relationships with facilities teams, site managers, caretakers and other client representatives.
• Provide clear and timely updates regarding appointments, attendance, quotations and completion dates.
• Attend meetings and present an accurate overview of service performance.
• Respond professionally to concerns, complaints and service-delivery issues.
• Agree recovery plans where performance has fallen below the expected standard.
• Identify opportunities to improve service delivery and support clients with additional requirements.

10. Commercial and Financial Management

• Review completed work against instructions, purchase orders and agreed costs.
• Identify completed and chargeable jobs that are ready for invoicing.
• Review supplier and contractor invoices against authorised works.
• Challenge discrepancies, unsupported costs and unauthorised variations.
• Monitor contract expenditure, subcontractor costs and additional works.