Site Manager

The Facilities Manager is responsible for the overall management of the client property, ensuring adherence to health and safety, environmental, company procedures, and client/tenant requirements. The role requires maintaining budgetary costs, delivering excellent customer service, and fostering strong client relationships.

Key Responsibilities

• Prepare, control and monitor service agreements in line with the client’s budgetary agreement.
• Regularly monitor key performance indicators and take remedial action to maintain and improve standards across all buildings.
• Manage major work programmes on site and act as liaison for all parties involved.
• Produce management reports in accordance with business needs.
• Liaise with the building manager and procurement department to compile external contracts and ensure procurement aligns with company policy.
• Monitor FM works on site and liaise with service providers/sub‑contractors.
• Ensure a work order is in place for all jobs completed by the site team prior to commencement.
• Attend daily, weekly and monthly meetings as formally agreed.
• Maintain day‑to‑day customer relationships with the site team, including senior technicians and the area manager.
• Communicate any changes to site scope and services to the Contract Manager.
• Assist in preparing quotes for additional subcontractor works and upload them to Web Quote for client approval.
• Organise approved additional works with sub‑contractors up to £30k; classify larger works as projects.
• Identify opportunities for continuous improvement and report them to the Contract Manager and client.
• Ensure the building’s fabric, both externally and internally, is maintained and serviced to a high standard per the management contract and agreed budgets.
• Provide solutions to arising issues and support ad‑hoc activities as needed.
• Maintain health and safety compliance on site, including third‑party services and maintenance records.
• Compile and maintain management information/records such as asset registers, emergency plans, and related reports.
• Conduct fire and evacuation exercises regularly, updating emergency plans and site maps.
• Liaise with local authorities and manage risk and insurance matters on site.
• Collaborate with the on‑site planner to input planning/scheduling and allocate work orders to the delivery team.
• Manage work order completion via client systems and Avetta compliance for employees and work orders.
• Ensure the site team follows QHSE procedures, including PPE usage and inspection.
• Complete monthly OP61 (client review) and OP63 (contractor checklist) and dynamic risk assessments for non‑covered jobs.
• Escalate out‑of‑scope work requests and conduct toolbox talks, safety spotlights, hazard reporting, and QHSE audits.
• Report incidents and accidents, producing Root Cause Analysis and lessons learned.
• Oversee the site team to ensure appropriate coverage, including engineer leave approvals and sickness reporting.
• Authorize engineer overtime and ensure charges are billed to clients.
• Authorize engineer timesheets and address pay issues.
• Conduct monthly 1:1s, manage non‑performance, recognise good performance, and share success stories.
• Ensure all engineer inductions, QHSE, and functional training are current and completed.
• Support recruitment with the Contract Manager and handle staff inductions following the CBRE matrix.
• Attend all‑hands meetings/calls with the Contract Manager, FM and other stakeholders.
• Oversee third‑party contracts to maintain service standards per the agreed contract.
• Manage Avetta supplier compliance, work orders and record subcontractor RAMS.
• Notify subcontractors of visit dates and ensure passes are approved on Amazon’s Right Crowd.
• Ensure subcontractor logbooks comply with CBRE and client procedures and audit them.
• Escalate any defects reported by subcontractors and monitor them per client/CBRE procedures.

Reporting & Accountability

• Reporting to the Contract Manager.
• Accountable day‑to‑day to relevant client contacts.
• Ensure site compliance and QHSE procedures are followed.
• Line management responsibility for the site team.
• Line management responsibility for all relevant sub‑contractors.

Qualifications & Competencies

• Formal relevant C&G or equivalent qualification.
• Previous supervisory experience within a client environment, including line management of staff and contractors.
• Excellent customer service, interpersonal, and communication skills.
• IT literacy with understanding and experience of industry‑specific IT applications.
• High degree of knowledge of health and safety legislation, environmental protection requirements and ideally IOSH or NEBOSH qualification.
• Analytical skills.
• Ability to work within a team and independently, handling a pressured environment with strong organisational and planning skills.

The above outlines the primary duties and requirements for the Facilities Manager role. This role does not encompass all involved tasks and may evolve to address additional responsibilities as needed.

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