Facilities Manager
Location: Newcastle upon Tyne
Role: Facilities Manager
REPORTING TO: Head of Facilities Management
SALARY: Competitive Salary, commensurate with experience
JOB SUMMARY
The Facilities Manager will support the Asset & Property Management team in the delivery of high-quality facilities management services across a diverse commercial property portfolio.
This role will focus on both hard and soft facilities management services, in particular ensuring that building infrastructure, plant and compliance systems are effectively maintained and managed. The successful candidate will have experience advising on and overseeing maintenance relating to building services including mechanical and electrical (M&E) systems, lifts, drainage systems, roofs, gutters and general building fabric.
The role requires a proactive, self-motivated and organised individual who can manage contractors, monitor compliance, undertake inspections and provide practical advice to both internal teams and clients.
The Facilities Manager should have good customer service skills and maintain regular communication and engagement with tenants to ensure that the building continues to meet their operational requirements and to and respond promptly to issues before they escalate.
The Facilities Manager will play an important role in ensuring buildings operate safely, efficiently and in accordance with statutory requirements while contributing to the long-term performance of the assets we manage.
ABOUT NAYLORS
Naylors is a leading independent commercial property consultancy based in Newcastle upon Tyne. Our team provides a comprehensive range of professional services across the commercial property sector including agency, professional advisory, building consultancy and property management.
We are a partner-led business committed to helping our clients unlock, protect and grow the value of their property assets through expert advice and proactive management.
Our culture combines professional expertise with a friendly and collaborative approach. We pride ourselves on delivering honest advice, building strong relationships and providing an exceptional level of service across the North East and beyond.
MAIN DUTIES AND RESPONSIBILITIES
The Facilities Manager will have responsibility for supporting the operational management of facilities services across the portfolio, including but not limited to:
Property Inspections & Maintenance
• Carry out regular site inspections across the managed property portfolio to identify defects, maintenance issues and compliance matters.
• Produce clear reports outlining issues, risks and recommended remedial works.
• Monitor the condition of building fabric including roofs, drainage systems, gutters and external elements.
• Identify opportunities to improve building performance and maintenance planning.
Hard Services Management
Provide advice and oversight in relation to hard facilities management services, including:
• Mechanical and electrical systems (HVAC, lighting, electrical infrastructure)
• Lift maintenance and statutory lift inspections
• Drainage systems and external water management
• Roof structures, gutters and rainwater goods
• General building fabric and infrastructure
Responsibilities include:
• Monitoring maintenance programmes and planned preventative maintenance (PPM) delivering effective remedials follow up
• Ensuring statutory inspections and servicing are undertaken in accordance with legislation.
• Advising property managers and clients on maintenance requirements and lifecycle considerations.
Contractor Procurement & Management
• Procure, appoint and manage contractors delivering facilities and maintenance services.
• Prepare specifications and scope of works for maintenance and improvement projects.
• Monitor contractor performance and ensure services are delivered in line with agreed Service Level Agreements (SLAs).
• Maintain strong working relationships with suppliers and support the ongoing development of the contractor database.
Reactive Maintenance Management
• Work closely with the Facilities Helpdesk to manage reactive maintenance requests.
• Assess issues raised by tenants and determine appropriate action.
• Raise purchase orders and coordinate contractors to undertake repairs.
• Attend site where necessary to assess urgent or complex issues.
Compliance & Health and Safety
• Ensure buildings meet statutory compliance requirements relating to health and safety, environmental regulations and building systems.
• Monitor compliance documentation including servicing records, inspections and certification
• Assist with compliance audits and ensure accurate record keeping.
• Ensure contractors operate safely and adhere to company policies and site procedures.
Service Charge & Financial Support
• Assist with the preparation of service charge budgets by providing input on maintenance and compliance costs.
• Review contractor invoices and ensure works have been completed to specification before approval.
• Support the Asset & Property Management team with cost monitoring where required.
Projects & Improvement Works
• Assist with the coordination and delivery of small works projects across the property portfolio.
• Monitor works on site and support sign-off once completed.
• Provide practical advice on maintenance improvements and building upgrades.
Systems & Documentation
• Maintain accurate records relating to inspections, compliance documentation and maintenance works.
• Update property management software systems with relevant compliance and contractor information.
• Ensure documentation is organised and accessible for reporting and auditing purposes.
Communication & Team Support
• Work closely with the Asset & Property Management team to provide updates on facilities matters.
• Liaise with tenants, building managers and clients to ensure facilities issues are resolved effectively.
• Attend internal team meetings and provide updates on property and operational matters.
EXPERIENCE & PERSON SPECIFICATION
Essential Experience
• Experience working within facilities management or property management, ideally within commercial property.
• Strong understanding of hard services including M&E systems, lifts, drainage, roofing and building fabric but equally comfortable with delivering effective soft services
• Experience undertaking property inspections and preparing maintenance reports.
• Experience managing external contractors and maintenance programmes.
• Knowledge of statutory compliance requirements relating to commercial buildings.
• Ability to manage multiple tasks and conflicting priorities across a varied property portfolio.
Desirable Experience
• Experience supporting service charge budgets and cost planning.
• Experience preparing maintenance specifications or tender documentation.
• Knowledge of planned preventative maintenance (PPM) programmes.
• Professional or technical qualifications relating to facilities or property management (e.g. IWFM, IOSH, NEBOSH or similar).
KEY SKILLS AND ATTRIBUTES
The successful candidate will demonstrate:
• Strong organisational and time management skills
• Excellent attention to detail
• Strong team player
• A proactive and solution-focused approach
• Confidence in communicating with clients, contractors and colleagues
• Ability to work independently
• Professionalism and reliability in representing the company
TERMS & BENEFITS
• Competitive salary (depending on experience)
• 6% employer pension contribution (plus 5% employee minimum)
• 25 days annual leave plus bank holidays
• Flexible working options
• Commitment to professional development and training opportunities
• Collaborative and supportive team environment
OUR VALUES
At Naylors we expect all members of our team to demonstrate our core values in their work and interactions.
Trustworthy
We build lasting relationships through honesty, transparency and reliability.
Knowledgeable
We provide expert advice based on experience, insight and continuous learning.
Accountable
We take responsibility for our actions and deliver on our commitments.
Innovative
We look for better ways of doing things and embrace new ideas and solutions.
Flexible
We respond positively to change and adapt to the needs of our clients and colleagues.
If you are interested in applying for the role of Facilities Manager at Naylors, please send your CV and a covering letter to Louis Donaldson at louisdonaldson@naylors.co.uk
