Facilities Project Manager in London

Flexible Working Schedule: 5 days per week (42.5 hours), scheduled between Monday and Sunday. Weekends, bank holidays, early morning and late-night work may be required.

Reports to: Operations Manager

Direct reports: None

Contract: Fixed-term (9 months minimum)

ROLE PURPOSE

The Facilities Project Manager is responsible for planning, coordinating, and delivering all facilities-related projects across the organisation. This includes refurbishment works, operational projects, event-related builds, and any facilities interventions required to support the safe, efficient, and high-quality running of the site. The role ensures that all works are completed on time, within budget, and to a consistently high standard while maintaining seamless communication across all internal and external teams and contractors.

WHO WE ARE LOOKING FOR

We are seeking a highly organised facilities professional with strong project management experience and a solid understanding of building operations, compliance, contractor management, and facilities project delivery. The ideal candidate thrives in a fast-paced environment, is comfortable being hands-on, and communicates confidently to build strong relationships and ensure all works are delivered safely, efficiently, and to a high standard.

THE PERKS

• 33 days Holiday (pro-rated for fixed-term contracts)
• Employer pension contribution of 5% of your annual salary
• Complimentary tickets to The View

KEY RESPONSIBILITIES

• PROJECT & FACILITIES MANAGEMENT
  • Lead the planning, coordination, and execution of facilities projects, including refurbishments, operational improvements, and event-related works.
  • Develop full project scopes, briefs, task lists, and responsibilities for each planned piece of work.
  • Conduct site assessments to determine project requirements and feasibility.
• TEAM & CONTRACTOR COORDINATION
  • Liaise with all relevant internal teams to ensure alignment, minimal disruption, and smooth delivery of works.
  • Procure, onboard, brief, and manage contractors, ensuring they meet quality, safety, and compliance standards.
  • Manage contractors, conduct regular performance reviews and on-site meetings.
• SCHEDULING & DELIVERY
  • Develop and maintain project schedules, timelines, and critical paths for all works.
  • Liaise with internal teams to obtain access, permits and risk assessments.
  • Monitor progress daily/weekly to ensure works remain on track and adjust plans proactively where required.
• BUDGET & COST CONTROL
  • Manage project budgets including scoping, cost estimation, procurement, and ongoing cost tracking.
  • Ensure all works are delivered within approved budgets and escalate any potential variances early.
  • Identify cost-saving opportunities without compromising quality or safety.
• QUALITY, COMPLIANCE & SAFETY
  • Ensure all works comply with statutory requirements, internal policies, and industry standards.
  • Conduct quality checks before, during, and after works.
  • Complete and maintain documentation including contractor records and compliance logs.
  • Work closely with the H&S team to ensure safe working practices at all times.
• COMMUNICATION & REPORTING
  • Prepare and deliver clear project updates to senior management including progress reports, budget tracking, risks, and mitigation plans.
  • Maintain excellent communication with affected teams to ensure operational continuity.
  • Record all project documentation, lessons learned, and close-out reports.

KEY SKILLS AND EXPERIENCE

• Strong understanding of building operations, including planned and reactive maintenance, asset upkeep, and operational continuity.
• Knowledge of AV/IT equipment, building systems, and general maintenance processes, ensuring all facilities and services remain safe, functional, and compliant.
• Experience maintaining high-standard environments in busy, customer-facing or operationally complex settings.
• Demonstrable experience leading facilities-related projects such as refurbishments, enabling works, operational improvements, or event-support installations.
• Skilled in project scoping, planning, scheduling, budgeting, and risk management, with the ability to manage multiple projects simultaneously.
• Strong organisational ability, ensuring workstreams progress efficiently and deadlines are met even under pressure.
• Proven experience sourcing, briefing, coordinating, and monitoring contractors across a range of disciplines.
• Confident in assessing contractor performance.
• Able to collaborate effectively to ensure minimal disruption and seamless project delivery.
• Solid working knowledge of health and safety legislation, safe working practices, and compliance requirements within facilities management.
• Experience carrying out risk assessments, inspections, and safety checks to ensure a consistently safe operating environment.
• Commitment to maintaining accurate records, manuals, permits, and documentation in line with statutory and organisational requirements.
• Comfortable undertaking practical tasks when required, such as site checks, troubleshooting facility issues, and supporting out-of-hours works.
• Strong problem-solving ability with a proactive approach to managing unexpected issues or maintenance challenges.
• Understanding of logistics and stock/storage coordination relevant to facilities projects.
• Excellent verbal and written communication skills, with the ability to convey technical information clearly to non-technical stakeholders.
• Builds strong working relationships across departments and with external partners.
• Confident engaging and coordinating with contractors, suppliers, senior stakeholders, and operational teams.
• Highly organised, proactive, and self-motivated, thriving in environments where priorities shift and multiple tasks run concurrently.
• Hands-on, solutions-driven, and willing to step in wherever needed to maintain operational excellence.
• Calm under pressure with the resilience to manage demanding timelines, high-traffic environments, and competing demands.