Venue Facilities Executive in London

Working at the RFU means being part of the ‘bigger picture’ at England Rugby: to be rooted in our purpose, which is to enrich lives, introduce more people to rugby union & develop the sport for future generations. If our purpose resonates with you, and you recognise the value that sport can bring to people’s lives, we’d love to work with you.

An opportunity has arisen for a Venue Facilities Executive to join our Venue Facilities team on a permanent basis, playing a key role in supporting the smooth, safe and professional operation of Allianz Stadium. This is a varied and hands‑on role, ideal for someone who is organised, service-focused and confident working with a range of colleagues, contractors and stakeholders to help coordinate facilities activity, maintain high standards across the venue and support the successful delivery of both day-to-day operations and major events.

The Role:

• Supporting the Venue Technical Operations Manager by leading the coordination and administration of the Venue Facilities function at Allianz Stadium, ensuring the efficient and professional delivery of day‑to‑day operations, events, and facility management.
• Act as a central point of liaison across teams and stakeholders, fostering strong working relationships and ensuring smooth, well‑organised operations across the venue.

The Team:

This role is part of the Venue Team managing and operating the stadium as well as delivering major events and Conferencing & Events. Venue Facilities are responsible for the delivery of the operational maintenance of the stadium including statutory compliance, planned and reactive maintenance, cleaning and lease management of RFU property. It also delivers the ongoing capital development and replacement projects. The team, including the H,S&E Manager, liaises daily with a wide range of stakeholders including the England Rugby Professional Team, Twickenham Experience Limited, Venue Operations, the stadium hotel and stadium gym.

Some key responsibilities include:

• Operational Delivery & Service Coordination
• Coordinate day‑to‑day delivery of Soft FM services (cleaning, waste, pest control, grounds, snow & ice) and interface with Hard FM teams to ensure seamless operational performance.
• Monitor building conditions, identify issues, and escalate promptly to the Hard FM Helpdesk or relevant contractor.
• Administer contractor access, inductions, permits to work, and site logistics in line with RFU compliance standards.
• Oversee telecoms contractor activity and coordinate with the CBRE permit office to ensure safe and compliant working.
• Conduct scheduled audits of Soft FM delivery, including cleaning inspections, pest control reviews, and window‑cleaning compliance.
• Track contractor performance, variations, additional works, and quoted works across both Hard FM and Soft FM providers.
• Support planning and communication of maintenance shutdowns, cleaning programmes, and operational disruptions.
• Property, Grounds & Specialist Asset Management
• Manage RFU housing stock, coordinating lettings, maintenance, and lifecycle works with external agents.
• Manage the bee‑keeping contract, including staff engagement activities and product distribution.
• Support grounds maintenance activities, including tree management and seasonal works.
• Health, Safety & Compliance Support
• Assist with internal audits, risk assessments, and the preparation of H&S documentation.
• Ensure contractor compliance with RFU safety policies, permit systems, and statutory requirements.
• Administration, Systems & Information Management
• Maintain efficient administrative processes, digital filing systems, and departmental records, minimising paper use.
• Manage departmental correspondence, including the Facilities Enquiries inbox, ensuring timely and professional responses.
• Produce business documents (letters, reports, business cases, minutes) to support operational and strategic decision‑making.
• Maintain accurate data within CAFM and contractor management systems.
• Finance, Procurement & Budget Support
• Raise purchase orders, process invoices, and reconcile contractor spend across opex, capex, and event budgets.
• Space Planning, Moves & Minor Works
• Support space planning, office moves, minor works, and client‑side project delivery.
• Coordinate small works and operational upgrades with internal stakeholders and contractors.
• Event Operations Support
• Confirm match‑day standby requirements and contractor attendance, ensuring adequate resource coverage for events.
• Produce match order sheets and ensure all relevant Venue Facilities information is included.
• Coordinate match‑day accreditation and car parking for Facilities staff, suppliers, and standby personnel.
• Stakeholder Engagement & Representation
• Act as a point of contact for enquiries from the public, stakeholders, contractors, suppliers, and internal staff.
• Provide clear, timely updates to building users on works, disruptions, and service changes.
• Attend committees, working groups, and departmental meetings as required.
• Leadership, Deputisation & Organisational Contribution
• Deputise for the Venue Technical Operations Manager during periods of absence, ensuring continuity of standards and service delivery.
• Actively collaborate with colleagues to contribute to the development and delivery of the current strategic, business and operational plans.
• Act as an ambassador for, and promote the best interests of the RFU, including the promotion of our culture and core values – This Rose Means Everyone: Put The Team First, Shape The Future, Respect Each Other.
• Undertake other duties as may be required from time to time as are consistent with the responsibilities of the post and the needs of the organisation.

Qualifications, Skills & Experience:

• Experience in office management, administrative systems, and corporate customer service.
• High proficiency in Microsoft Office, especially Excel and Word.
• Ability to learn and operate CAFM systems.
• Strong organisational, communication, and time‑management skills.
• High attention to detail and accuracy in all tasks.
• Professional, service‑focused approach with strong stakeholder engagement skills.
• Ability to build positive working relationships across the organisation.
• Flexible team player willing to support wider departmental needs.
• Committed to embodying the ethos our culture by using our three core values – Put The Team First, Shape The Future, Respect Each Other – to guide your day‑to‑day decisions, actions and interactions.
• Committed to actively contributing and building an inclusive culture in your role and day to day behaviours.
• Vocational qualification in business administration or related field.
• Experience in contractor coordination or facilities administration.
• Familiarity with CAFM systems.
• Exposure to building services or maintenance environments.
• Experience supporting project administration or minor works.

Additional Information:

We want you to have every opportunity to demonstrate your skills, ability and potential. If there is anything we could do to support you through your application or to provide the best environment for your interviews, including assistance or adjustment, please reach out to recruitment.