Facilities Manager in Newcastle upon Tyne

The Facilities Manager is responsible for the overall maintenance, safety, functionality, and operational efficiency of our managed property portfolio. Working closely with Property Managers, the Facilities Manager ensures that buildings are maintained to the highest standards, remain fully compliant with all relevant regulations, operate in a cost-effective manner, and support strong tenant satisfaction and retention. The ideal candidate will be highly organised, technically knowledgeable, and service-oriented, with proven experience in managing contractors, budgets, and building systems.

Key Responsibilities

• Undertake regular inspections of managed properties to ensure buildings are maintained and serviced to the highest standards.
• Prepare tender documentation, obtain competitive quotations, and instruct works in line with procurement procedures.
• Manage contractor activities on site, including issuing Permits to Work and reviewing Risk Assessments and Method Statements.
• Monitor works on site and act as the primary point of contact for contractors and service providers.
• Ensure all contractors and service providers comply with agreed Service Level Agreements.
• Tender and manage service contracts in line with approved service charge budgets.
• Review and approve contractor invoices, ensuring accuracy and alignment with approved budgets.
• Develop, implement, and maintain Planned Preventative Maintenance programmes.
• Support, develop, and implement sustainability and energy efficiency initiatives across the portfolio.
• Proactively identify and manage risk, coordinating insurance-related inspections and remedial works as required.
• Respond promptly and effectively to facility-related emergencies.
• Assist in the coordination and instruction of minor and major works in collaboration with the wider project and property management teams.
• Ensure full compliance with building regulations, fire safety legislation, health and safety requirements, and environmental standards.

Helpdesk & Landlord/Tenant Engagement

• Act as the primary point of contact for Tenants, taking ownership of all facilities-related matters.
• Log, prioritise, and allocate maintenance requests in accordance with agreed response times and service standards.
• Monitor and track progress of works to ensure all instructions are completed within agreed timelines and service level agreements.
• Maintain clear and consistent communication with landlords and tenants regarding ongoing works and building operations.
• Develop and foster strong landlord and tenant relationships, delivering the highest standards of service in support of operational needs and tenant satisfaction.

Systems, Compliance & Administration

• Maintain and manage the helpdesk and work order management system.
• Assist with service charge budgeting, cost tracking, and procurement of facility-related expenditure.
• Support property audits, compliance inspections, and maintain documentation required for effective risk management.
• Manage and maintain the approved contractors list, ensuring all suppliers meet compliance and insurance requirements.
• Maintain comprehensive compliance records across the property portfolio.
• Ensure up-to-date records are kept for safety inspections, statutory certifications, equipment servicing, and incident reporting.
• Maintain detailed records of all occupier interactions, service requests, and completed works.
• Prepare and update occupier handbooks and manage vacant properties in accordance with insurance requirements and risk control guidelines.

Qualifications & Experience

• Education: Diploma or Bachelor’s degree in Facilities Management, Property Management, Building Services, or a related discipline.
• Experience: 3–5 years’ experience in commercial property or facilities management. Experience managing multi-tenant commercial buildings preferred.
• Technical Skills: Proficiency in property and facilities management software. Strong working knowledge of building systems including HVAC, electrical, plumbing, and security systems. Proficient in Microsoft Office Suite (Word, Excel, Outlook). In-depth understanding of health and safety, quality assurance, and cost management principles.
• Professional Certifications (Preferred): Professional membership or certification in Facilities Management. Health & Safety qualifications such as IOSH or NEBOSH.
• Core Competencies: Strong commercial awareness with the ability to identify efficiencies and drive continuous process improvement. Excellent stakeholder management and customer service skills, with the ability to build and maintain effective working relationships. Demonstrated commitment to promoting and maintaining a safety-first culture across site teams and contractors. Proven experience within property and corporate facilities management environments. Strong organisational, analytical, and problem-solving abilities. Ability to effectively manage workload and competing priorities across multiple assets. High attention to detail with a proactive and preventative approach to maintenance and risk management.