FACILITIES / SMALL PROJECTS MANAGER

ZipRecruiter; London; On-site; GBP 50,000 - 65,000

Job description

Job Description

Job Title: Facilities Manager

Location: Central London, UK

Salary: £50k+ based on experience

Job Type: Full-Time

Application deadline: 4th April 2025

About the Role

We are looking for an experienced Facilities / Small Projects Manager to join our dynamic office fit-out company in London. This role is responsible for planning, organising and overseeing small projects and maintenance of multiple client sites, ensuring seamless operations, and delivering top-tier customer service. The ideal candidate will have strong multi-site management experience, excellent client management skills, and a proactive approach to problem-solving.

Key Responsibilities

Client & Site Management

• Management of multiple client office spaces across London.
• Act as the main point of contact for clients, ensuring their workplace needs are met efficiently and effectively.
• Conduct regular site visits to monitor installations, maintenance and facilities operations, ensure H&S compliance, and address any issues proactively.
• Ensure all client sites are well-maintained, safe, and fully compliant with UK health, safety, and building regulations.
• Coordinate reactive and planned maintenance, liaising with contractors and service providers to deliver high-quality facilities support.
• Manage office fit-out aftercare, ensuring smooth transitions and ongoing operational support for newly completed projects.
• Oversee third-party suppliers, including cleaners, security, and maintenance contractors, to ensure quality service delivery.
• Conduct risk assessments and safety audits, ensuring a secure working environment for all office users.
• Monitor and manage facilities budgets, ensuring cost-effective solutions for clients.

Contract Management

• Respond to client enquiries.
• Planning dedicated parts of small works projects.
• Maintaining and monitoring project plans and schedules.
• Ordering materials on time for delivery within agreed timelines.
• Hiring equipment.
• Issuing invoices, sending them in a timely manner and chasing the payments.
• Purchasing materials, managing invoices and keeping track on expenditure.
• Ensuring all documentation is maintained appropriately for each project.
• Keeping track of clients’ contracts, identifying upcoming renewals.
• Preparing maintenance proposals/quotes.
• Supervising small works, attending call-outs, liaising with contractors.
• Keeping database up to date.

What We’re Looking For

As a Facilities / Small Projects Manager, you will often be working on tight deadlines, producing documentation in Microsoft Office applications, and demonstrating exceptional verbal, written and presentation skills on a daily basis.

You need to have:

• Proven experience – a minimum of 5 years experience in facilities and small projects management, ideally within an office fit-out, workplace solutions, or multi-client environment.
• Strong understanding of building services, office operations, and maintenance best practices.
• Excellent knowledge of health & safety regulations, building compliance, and fire safety laws.
• Ability to manage multiple sites and stakeholders in a fast-paced environment.
• Experience in contract negotiations, budget control, and supplier management.
• Strong problem-solving and decision-making skills with a positive hands-on, solutions-focused approach.
• Familiarity with sustainability initiatives and workplace technology is a plus.
• Relevant certifications such as IWFM (Institute of Workplace and Facilities Management), NEBOSH, or IOSH are highly desirable.

What We Offer

• A varied and exciting role managing multiple client sites.
• Competitive salary and benefits package.
• Professional growth and development within a fast-growing office fit-out company.
• A fun, trust-based and flexible working environment in a family-owned business.

How to Apply: Send your CV and cover letter to [e-mail].