Facilities Management Operations Manager

Andy File Associates Limited is working as a Recruitment Agency on behalf of our client with regards to this permanent position.

Our client is a thriving FM business in Doncaster and is looking to recruit an experienced Operations Manager .

Hours: 40 hours per week, Monday–Friday, between 8.00am and 5.00pm

Purpose of the Role

The Operations Manager will take day-to-day ownership of planned, reactive, statutory compliance and project works.

Working within a small, growing FM business, this is a hands-on management role requiring someone comfortable managing engineers and subcontractors, communicating with clients, reviewing RAMS, resolving operational issues and ensuring information is accurately maintained within the CAFM system.

Working closely with the Managing Director and office team, you will ensure works are safely delivered within agreed SLAs and budgets while maintaining high levels of customer service. A key part of the role will be creating operational structure, clear responsibilities and accountability across the business.

Key Responsibilities

Operational Management

• Manage planned, reactive, compliance and project works from instruction through to completion.
• Coordinate directly employed engineers and subcontractors.
• Ensure work is prioritised, scheduled and delivered within SLAs and client timescales.
• Identify and resolve delays, resource issues and operational problems.
• Ensure jobs are progressed and accurately updated within the CAFM system.
• Work with the office team to progress quotations, POs, documentation and client updates.
• Monitor workload, outstanding works and compliance dates, reporting key issues to the MD.
• Support mobilisation of new contracts and clients.

Team Management

• Provide day-to-day leadership to mobile engineers and relevant office staff.
• Set expectations, allocate responsibilities and hold employees accountable.
• Conduct one-to-ones, performance reviews and development discussions.
• Coach employees and manage performance, absence and conduct issues alongside the MD.
• Improve communication between office and mobile teams.
• Promote a positive, practical and solutions-focused culture.

Subcontractor Management

• Develop and maintain a reliable network of competent subcontractors.
• Source and engage subcontractors to meet operational requirements.
• Ensure appropriate competency, insurance and H&S documentation is in place.
• Clearly communicate scopes, standards, deadlines and client requirements.
• Review RAMS and supporting documentation before works commence.
• Monitor subcontractor safety, quality, cost, responsiveness and customer service.
• Carry out site audits and quality checks where appropriate.
• Address poor performance and develop alternative supply-chain capacity where required.

Health, Safety & Compliance

• Promote a strong health and safety culture.
• Prepare, review and approve suitable risk assessments and method statements.
• Review and challenge subcontractor RAMS where necessary.
• Ensure hazards are identified and appropriate controls implemented.
• Support permits to work and safe systems of work.
• Carry out safety inspections and operational audits.
• Deliver or coordinate toolbox talks and safety briefings.
• Support incident and near-miss investigations and corrective actions.
• Maintain a practical understanding of relevant H&S, building-services and statutory compliance requirements.

Client & Commercial Management

• Develop strong client relationships and act as a senior operational contact.
• Provide proactive updates on progress, delays, defects and remedial works.
• Attend client review and operational meetings.
• Ensure KPIs and SLAs are understood and achieved.
• Support quotations and scopes for additional/remedial works.
• Identify additional works and ensure opportunities are progressed.
• Monitor delivery against budgets and challenge avoidable costs.
• Support the MD with contract performance and operational reporting.

CAFM & Systems

• Use the CAFM/job-management system as a core operational tool.
• Ensure job records, service documentation, compliance records and completion information are accurate and up to date.
• Monitor outstanding jobs, overdue actions and compliance activities.
• Ensure engineers and office staff use systems consistently.
• Maintain visibility of operational KPIs and management information.
• Identify opportunities to improve processes, workflows and technology.

Person Specification

Essential:

• Proven experience within facilities management, building maintenance or hard FM.
• Experience managing mobile engineers/direct labour and subcontractors.
• Strong understanding of planned, reactive and statutory maintenance.
• NEBOSH General Certificate or equivalent/higher qualification.
• Experience writing, reviewing and challenging RAMS.
• Experience managing subcontractor competence and performance.
• Strong people-management and communication skills.
• Confident dealing with clients, engineers, subcontractors and senior stakeholders.
• Experience using CAFM, job-management or similar systems.
• Excellent organisation and ability to manage competing priorities.
• Commercial awareness, including labour, subcontractor costs and profitability.
• Good IT skills.
• Full UK driving licence.

Desirable:

• Experience within an SME FM business.
• Knowledge of SFG20.
• Knowledge of electrical, mechanical, fire, water hygiene, gas and HVAC compliance.
• Contract mobilisation experience.
• Contractor/service delivery auditing experience.
• Additional technical or building-services qualifications.