Facilities Contract Manager in London

Olympia Events is more than an exhibition venue, conference centre and live-event space – it is an inspiration. Against a backdrop of grand Victorian architecture, the seven connected spaces inspire engagement and enjoyment. Olympia Events is recognised in the industry for exceptional levels of customer service and support, and our numerous awards are testament to our clients' satisfaction. Beyond the walls of our venue, Olympia is on the ground, working to invest in people, strengthen our communities, and protect the environment. Olympia Events is undergoing a period of change. In 2017, the venue was bought by a consortium led by Yoo Capital and Deutsche Finance International. Work is currently underway to transform the wider estate into a cultural hub of which Olympia Events will be the central part. Once complete, the estate will include a new theatre, music venue, two hotels, over 30 eateries, world-class office space and over two acres of public realm.

Job Purpose: Reporting to the COO department, we are seeking a hands-on Facilities Contract Manager to assist with the management and development of our operational spaces across Olympia Events. This role is critical in ensuring our facilities are safe, efficient, and aligned with the dynamic needs of a fast-paced events business. You will oversee all aspects of the facilities management contract, including maintenance, compliance, vendor relationships, and space planning, while supporting the delivery of exceptional event experiences.

Key Responsibilities:

• Oversee the appointed contractor managing the day-to-day maintenance and upkeep of all our Olympia Events facilities, ensuring high standards of workmanship, functionality, and presentation across all our spaces.
• Oversee the appointed contractor managing the cleaning and waste operation through all our Olympia Event facilities, ensuring high standards of cleanliness across all spaces and that the waste process is efficient and effective.
• Work with the Sustainability Lead to ensure we achieve our recycling targets in line with the 'Grand Plan'.
• Work with the wider Legends Global Facilities and Estates Management team to create and implement a facilities strategy that supports Olympia Events' operational goals and the wider redevelopment vision, ensuring the venue remains safe, efficient, and future-ready.
• Work with the Group Health & Safety Manager and the wider estates Health & Safety representative to ensure full compliance with H&S legislation, building regulations, and internal policies. Key areas of focus - risk assessments, emergency planning, and statutory inspections.
• Lead space planning and optimisation initiatives to support evolving business needs, including event operations, office layouts, and storage solutions in conjunction with the Olympia Events CAD designer.
• Work closely with internal teams to align facilities operations with Olympia's 'Grand Plan' sustainability objectives, identifying and implementing energy-saving and waste-reduction initiatives.
• Procure and manage third-party service providers where necessary ensuring service level agreements are met and value for money is achieved.
• Manage the facilities budget, including forecasting and cost control.
• Procure and manage capital expenditure from planning through to delivery on Facilities related projects.
• Collaborate with event delivery teams to ensure venue readiness, technical support, and smooth operational delivery for all events hosted at Olympia.
• Act as the key point of contact for facilities-related matters, liaising with internal departments, external partners, and the wider Olympia estate to ensure alignment and effective communication.
• Negotiate and manage successful relationships with relevant vendors/sub-contractors.

Person Specification:

• Proven experience in facilities management, ideally within the events, hospitality, or entertainment sector.
• Strong knowledge of building systems, health & safety regulations, and compliance standards.
• IOSH Managing Safely (essential) NEBOSH General Certificate (desirable).
• IWFM Membership (essential) IWFM Level 3 Certificate or above (desirable).
• Excellent project management and organisational skills.
• Strong leadership and team management capabilities.
• Budgeting and procurement experience.
• Ability to work flexibly, including occasional evenings/weekends during event periods.
• Excellent written and verbal communication skills, with the ability to build relationships at all levels.
• Ability to work under pressure and navigate fast-paced environments.
• A high level of integrity and an ability to be discrete and tactful with due respect for confidentiality.
• Highly organised and efficient with excellent attention to detail.
• Ability to analyse situations quickly and respond to those seeking advice/guidance.
• Ability to present information to a wide range of audiences.
• A self-starter with a positive, enthusiastic attitude.

Sustainability Responsibilities:

• Continuously improve your knowledge of Olympia Events' sustainability programme - the 'Grand Plan'.
• Complete all training provided and promote sustainability practices to meet our Grand Plan objectives.
• Follow and promote all sustainable workplace policies and procedures and seek ways to make your department more sustainable by taking an active role to initiate change.

Olympia Events is fully committed to ensuring the safety and wellbeing of all children, young people and adults at risk (vulnerable groups) that attend our premises. As a consequence, Olympia Events may require any successful applicant to complete a DBS Check prior to working in our business. Olympia Events is committed to Equality, Diversity and Inclusion and expects all its people to have a positive commitment to EDI by treating others fairly and not committing any form of discrimination, victimisation or harassment and to promote positive working relationships amongst employees and stakeholders. This Job Description is not intended to be exhaustive; the duties and responsibilities may therefore vary over according to the changing needs of the business.