Portfolio Facilities Manager

The Portfolio Facilities Manager is responsible for providing central oversight, assurance, and continuous improvement of hard facilities management services across the portfolio. The role will establish consistent maintenance standards, monitor statutory and contractual performance, support site teams, coordinate specialist contractors and consultants, and provide management information on compliance, asset condition, lifecycle requirements, cost, and service performance.

The role will also support the mobilisation and operational readiness of new build-to-rent and single-family housing assets, ensuring that appropriate maintenance regimes, asset information, contracts, systems, and operating procedures are established before handover into management.

The role has functional oversight of facilities management standards across the portfolio but does not replace the operational responsibilities of site management.

Key Responsibilities

• Oversee planned preventative maintenance (PPM) and reactive maintenance programmes, ensuring service level agreements (SLAs) and key performance indicators (KPIs) are consistently achieved.
• Ensure M&E contracts are in full compliance with UK statutory and regulatory requirements, including fire safety, health and safety, and water hygiene best practice.
• Work with Procurement team and site team to manage and monitor the performance of external M&E contractors and service providers, assisting with performance meetings.
• Support the mobilisation of new BTR developments and single-family housing units, ensuring operational readiness, asset handover, and the implementation of service regime and processes.
• Oversee the CAFM system to ensure sites have PPM schedules loaded in which are accurate, compliant, and adhere to best practice approaches.
• Support in the review of certification and inspection records for statutory and non-statutory service events.
• Support General Managers, Building Managers, and Assistant Building Managers with general FM queries.
• Drive sustainability, energy efficiency, and environmental initiatives across the portfolio, supporting ESG objectives and improving building performance.
• Benchmark contractors and contracts and undertake thorough tenders for maintenance provisions, as and when required.
• Support the Building Safety and FM Lead across the portfolio in areas of compliance and facilities management.
• Monitor M&E and other FM budgets across the portfolio, providing regular financial reporting, forecasting, and cost-control measures.
• Help maintain accurate asset registers and equipment records to support compliance, maintenance planning, and lifecycle forecasting.
• Assist site teams with any defect, warranty matters, and liaison with principal contractors and other third parties.
• Provide training to site teams in areas of FM.
• Implement policies and procedures in relation to FM. Assisting with the management and monitoring of Standard Operating Procedures across the business.
• Develop a comprehensive list of approved M&E and FM contractors and continually develop contractor competency matrix.