PURPOSE OF THE ROLE
The Property Facilities Manager is responsible for the overall management and operational oversight of property facilities, ensuring full compliance with Health & Safety (H&S) regulations, managing the Home Office client relationship, and driving operational efficiencies. The role holder will lead a team of four, oversee compliance documentation and inspections, manage snagging reports, plan and execute property down periods, and ensure all remedial works and maintenance activities are completed to the highest standards. This role is critical to maintaining property readiness, meeting client expectations, and safeguarding the wellbeing of all residents and staff.
KEY RESPONSIBILITIES
1. Health & Safety Compliance Management
- Own and manage the full H&S compliance calendar, ensuring all certifications are valid and renewed ahead of expiry deadlines (minimum two weeks before expiry as per client requirements).
- Oversee and track all statutory compliance documents including: Fire Risk Assessment (FRA), Fire Alarm/Panel Certification, Emergency Lighting, Legionella Testing, EICR/Fixed Wiring, Gas Certification, Boiler Servicing, PAT Testing, Asbestos Management, and Food Hygiene ratings.
- Ensure FRA reports include maximum sleeper numbers, maximum hotel staff, maximum total occupants, and that all FRA actions are completed within the timeline advised by the assessor with photographic evidence.
- Coordinate quarterly fire evacuation tests and maintain fire evacuation plans with documented review dates.
- Ensure all compliance work is conducted by competent, certified, and independent companies/assessors.
- Manage follow-up reports to confirm remedial actions are completed, with photographic evidence where required.
- Monitor and maintain the Modern Day Slavery questionnaire, Food Safety Management System (FSMS/HACCP), and Environmental Health Officer reports.
- Maintain awareness of AASC (Asylum Accommodation and Support Contract) requirements and ensure property compliance at all times.
2. Stakeholder Reporting & Communication
- Prepare and deliver regular compliance status reports to senior stakeholders, directors, and the Home Office client.
- Provide clear escalation reports when compliance deadlines are at risk, including potential financial implications (e.g., temporary decant scenarios).
- Attend and contribute to client review meetings, inspections, and audits.
- Maintain transparent communication with all internal and external stakeholders on property conditions, planned works, and compliance status.
- Produce monthly management reports covering maintenance activity, compliance tracker, outstanding remedial works, and team performance.
3. Home Office Client Management
- Serve as the primary point of contact for the Home Office client on all property facilities matters.
- Ensure the property meets all contractual obligations and standards set by the Home Office / AASC framework.
- Manage and respond to client inspections, audits, and ad-hoc requests in a timely and professional manner.
- Proactively address any client concerns and implement corrective actions swiftly.
- Ensure full board catering compliance where applicable, including food hygiene standards (minimum 3-star rating), dietary provisions, and external caterer documentation.
4. Snagging Reports, Property Down Periods & Remedial Works
- Commission and review snagging reports, identifying defects and prioritising remedial actions.
- Plan and manage property down periods, coordinating all refurbishment, deep cleaning, and remedial works.
- Develop detailed work schedules for down periods ensuring minimum disruption and maximum efficiency.
- Oversee contractors and suppliers during remedial works, ensuring quality, budget adherence, and timely completion.
- Maintain a live tracker for all outstanding snags and remedial items with assigned owners and target dates.
5. Issue Resolution & Operational Efficiency
- Identify and remove operational inefficiencies across maintenance, housekeeping, and compliance workflows.
- Establish and maintain a robust issue logging and resolution process with clear SLAs.
- Conduct root cause analysis on recurring issues and implement permanent fixes.
- Manage reactive maintenance requests, ensuring timely resolution and accurate record-keeping.
- Drive continuous improvement across all facilities operations.
6. Team Leadership & Management
- Lead, manage, and develop a team of four direct reports.
- Conduct regular 1:1s, performance reviews, and team meetings.
- Allocate workload and set priorities for the team to ensure all planned and reactive work is delivered.
- Ensure team members are trained and competent in H&S procedures and compliance requirements.
Pay: £13.00 per hour
Work Location: In person
