Job Title: Facilities & Operations Manager (Flexible Part-Time)
Salary: £12,000 per annum (Equivalent to 600 hours pa @ £20.00/hour. (12.5 hours per week average)
About the Role:
The Georgian Group , a heritage charity founded in 1937 to protect and promote Georgian buildings, is looking for a dependable, highly organized, and proactive individual to take operational ownership of our Grade I listed headquarters at 6 Fitzroy Square .
This role requires flexibility to balance a highly predictable, gentle core weekly schedule with a flexible pool of hours to support our occasional evening events, room hire and architect-led projects, including oversight of maintenance work. It is an ideal position for an experienced former Facilities/Estates Manager, a retired Office Manager, or an operational professional seeking a high-autonomy, trusted "portfolio" role in the heritage sector.
- Core Schedule (6-9 hours/week): Ideally you will be on-site across 2-3 mornings a week (e.g., Tuesday to Thursday, 9:30am–12.30pm) to manage daily operations, open the building when necessary, and oversee incoming contractors.
- Flexible Pool : Remaining hours to be deployed flexibly, scheduled in advance to support evening lectures, weekend event setups, or critical structural surveys.
- Building Custodianship: Act as the keyholder and primary contact for our office tenants, visiting service engineers, and inspecting architect.
- Operational Control: Maintain office efficiency by monitoring supplies, managing utility check-ins, and resolving day-to-day facilities issues. Management of building maintenance activities and Health & Safety and fire regulation procedures.
- Event Support: Coordinate physical logistics and room setup for our historic meetings, exhibitions, and venue hire events.
The Ideal Candidate:
We are seeking a calm, level-headed approach to office operations and supplier management. Whether you spent your career keeping corporate executives organized or running facilities for a small business, you pride yourself on attention to detail, reliability, and creating a smoothly running environment.
Qualifications
- Demonstrated experience in facilities management, building maintenance, or property management within an office or heritage environment.
- Knowledge of health and safety regulations, risk assessments, and compliance standards relevant to public buildings and workplaces.
- Strong organizational and planning skills, including the ability to manage multiple projects, schedules, and maintenance programs.
- Effective communication and stakeholder management skills, with the ability to work constructively with staff, contractors, and external partners.
- Proficiency in using office software and basic facilities management systems for record-keeping, reporting, and budgeting.
- Experience managing facilities-related budgets, monitoring costs, and obtaining value for money from suppliers.
- Ability to work independently, make sound decisions, and respond promptly to facilities issues and emergencies.
- An understanding of, or interest in, heritage buildings and conservation is highly beneficial.
- Relevant professional qualification or certification in facilities management or a related field is advantageous.
1. Purpose of the Role
To maintain the functional excellence, hospitality readiness, and regulatory safety compliance of 6 Fitzroy Square. The postholder acts as the key operational hub of the building—handling relationships with contractors, protecting the physical asset, managing workspace logistics, compliance with building maintenance requirements, and stepping in as an administrative visual presence for tenants and event guests.
2. Hours of Work & Time-Tracking Framework
The contract is based on 600 total working hours per year, allocated via a dual-layer structure to preserve organizational agility:
- A baseline of 6-8 hours per week dedicated to routine operations. The default operational pattern is Tuesday, Wednesday, and Thursday from 09:30 to 12:30. Exact details to be agreed on acceptance of the role.
- Layer B: Banked Flexible Hours The remaining hours to be drawn down by mutual agreement in advance. This pool is specifically reserved for out-of-hours event assistance, structural project oversight, and responding to building emergencies. Both management and the employee will track this pool via a running monthly log to ensure total hours do not exceed 600 without additional overtime authorization.
Facilities Management & Building Stewardship
- Serve as an official building keyholder; managing opening procedures, securing internal rooms, and overseeing key distribution protocols for authorized visitors.
- Act as the primary point of communication for third-party office tenants housed within the building, recording and actioning building maintenance reports.
- Liaise directly with the Group’s inspecting architect, surveyors, and specialty historic building contractors to coordinate routine services (gas safety, fire alarm tests, lift maintenance, water hygiene). Maintenance of Health & Safety and fire regulation procedures.
Office Operations & Procurement
- Monitor inventory and manage the procurement of office consumables, kitchen amenities, and facilities cleaning supplies within pre-approved budget boundaries.
- Ensure communal areas, meeting rooms, and office desks remain clean, organized, and physically safe for staff and the public.
- Oversee on-site waste management arrangements and coordinate periodic recycling collections.
Event Logistics & Meeting Support
- Lead the physical layout adjustment (moving tables, configuring seating, testing basic AV inputs) for board meetings, public lectures, and corporate venue hire bookings.
- Coordinate on-site building access for event caterers, equipment delivery staff, and external venue clients.
4. Person Specification (Skills, Experience, & Attributes)
- Experience: Demonstrated background in office management, executive administration, high-level hospitality operations, or small-scale facilities oversight.
- Competencies: Strong interpersonal diplomacy; comfortable dealing firmly but politely with external maintenance contractors and institutional tenants.
- Physical Capability: Capability to safely execute light manual handling tasks, including setup and breakdown of chairs and folding tables for event configurations.
- Reliability: Absolute dependability regarding timekeeping, building security integrity, and holding physical keys to a historic property.
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