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About the Role

The Facilities Manager is responsible for planned and reactive maintenance, project works, statutory compliance, and operational control of buildings within the LUMYA Living portfolio in the UK and Ireland. This role ensures adherence to company policies and legal requirements, manages FM spend within budget, and focuses on the technical development of the maintenance team, project delivery, and portfolio-wide consistency.

Responsibilities

Hold statutory compliance across every UK and Ireland property and maintain a complete and current evidence file for each asset.
Apply UK health and safety law, the Building Safety Act, fire safety duties, and water hygiene requirements across UK sites.
Apply equivalent Irish requirements, including fire safety certification and the Safety, Health and Welfare at Work Act, on the Ireland portfolio.
Close out actions from fire risk assessments, water risk assessments, and health and safety audits within agreed timescales.
Ensure operatives and contractors follow safe working practices and challenge deviations.
Investigate incidents, report them within the statutory window, and implement changes in practice based on findings.
Run the PPM programme against SFG20 and maintain accurate schedules for every property.
Ensure operatives and third parties progress, update, and close reactive jobs accurately and within SLA.
Monitor job scheduling on the CAFM system to ensure work is planned within SLA and meets required KPIs.
Manage the daily productivity of the maintenance team and plan resources for efficient delivery of planned and reactive work.
Manage suppliers and subcontractors according to LUMYA requirements, including RAMS, permits, and site rules.
Lead and support site teams on the contract management of soft services, security, and cleaning.
Maintain the built environment and operational brand standards, including plant condition, tools, workwear, and PPE.
Deliver the summer turnaround and void programme to prevent maintenance delays from impacting property availability.
Maintain a skills matrix for every maintenance operative covering electrical, mechanical, water hygiene, fire safety, fabric, and building systems competence.
Write and review development plans with each operative, outlining learning objectives, teaching methods, and assessment of competence.
Deliver hands-on coaching on site, demonstrating tasks and observing operatives.
Run monthly toolbox talks at each site on relevant topics.
Plan and book external and accredited training, managing the associated budget.
Track certification currency across the team and schedule renewals before expiry.
Induct new starters against a written standard and certify their competence within 90 days.
Identify tasks suitable for in-house team takeover from contractors and build business cases.
Arrange cross-site shadowing for operatives to learn about different plant and systems.
Build a succession route into the maintenance team, including apprenticeships and progression opportunities.
Incorporate technical lessons from incidents and plant failures into training to prevent recurrence.
Own the delivery of refurbishment, plant replacement, and improvement works across UK and Ireland sites.
Write scopes, obtain competitive tenders, and recommend contract awards.
Manage projects on site to programme, budget, and specification, minimizing disruption to operations.
Apply CDM duties and enforce contractor adherence to site safety standards.
Manage handover and snagging processes, closing defects within the liability period.
Report project progress, spend, and risk to the Associate Operations Director and Viridis asset management team.
Support mobilization on new acquisitions and provide input on maintainability and lifecycle cost.
Collaborate with the Viridis Real Estate asset management team on capex planning and lifecycle strategy.
Maintain 25-year lifecycle plans for each property and update them annually with current condition data.
Produce costed business proposals with options, whole life cost, and payback analysis for capex decisions.
Develop and maintain sinking fund forecasts for each property, reconciling them to the lifecycle plan.
Maintain an accurate asset register, including condition, age, warranty position, and replacement date.
Manage the FM operating budget across the UK and Ireland portfolio and report variances monthly.
Provide detailed budget plans for the budget cycle and support monthly management account preparation.
Raise purchase orders before instructing works, process subcontractor paperwork promptly, and manage expenses within agreed levels.
Review operational efficiency with the Finance Manager and site leads.
Ensure compliance practice, PPM standards, contractor management, and reporting are consistent across the portfolio with European FM standards.
Agree on and apply common FM standards, templates, and reporting formats at UK and Ireland sites.
Share best practices and adopt superior European practices.
Contribute to group procurement initiatives to leverage scale for better pricing or contractor selection.
Work within the LUMYA Living values.
Set objectives and measure performance through appraisals and regular one-to-one meetings.
Manage, motivate, and support the team to achieve required standards, including remote teams.
Cascade relevant information to the team promptly.
Maintain professional working relationships with General Managers, asset management, acquisitions teams, and other stakeholders.
Attend relevant meetings, working groups, and forums.
Prepare monthly reports for the Associate Operations Director and other required business reports.
Ensure issues raised in reports are addressed.
Maintain a customer-focused approach, recognizing that maintenance work occurs in residents' homes.

Requirements

Hold statutory compliance across every UK and Ireland property and keep a complete and current evidence file for each asset.
Apply UK health and safety law, the Building Safety Act, fire safety duties and water hygiene requirements across the UK sites.
Apply the equivalent Irish requirements on the Ireland portfolio, including fire safety certification and the Safety, Health and Welfare at Work Act.
Close out actions arising from fire risk assessments, water risk assessments and health and safety audits within agreed timescales.
Check that operatives and contractors follow safe working practice, and challenge it on site when they do not.
Investigate incidents, report them inside the statutory window and turn the findings into a change in practice.
Manage the suppliers and subcontractors to LUMYA requirements, including RAMS, permits and site rules.
Lead and support site teams on the contract management of soft services, security and cleaning.
Keep the built environment and operational brand standard, including plant condition, tools, workwear and PPE.
Deliver the summer turnaround and void programme so no unit is held off the market by outstanding maintenance.
Maintain a skills matrix for every maintenance operative covering electrical, mechanical, water hygiene, fire safety, fabric and building systems competence, and keep it current.
Write and review a development plan with each operative, setting out what they will learn next, how they will be taught it, and how competence will be assessed.
Deliver hands-on coaching on site. Work alongside operatives on live jobs, demonstrate the task, watch them repeat it, and record the outcome.
Run a monthly toolbox talk at each site on a topic drawn from recent jobs, audit findings or near misses.
Plan and book external and accredited training where the skill cannot be taught in-house and manage the budget for it.
Track certification currency across the team and schedule renewals before they lapse.
Induct new starters against a written standard and sign them off as competent within 90 days.
Identify tasks currently going to contractors that the team could take on with training and build the case for bringing them in-house.
Arrange cross-site shadowing so operatives learn plant and systems they do not see at their own building.
Build a succession route into the maintenance team, including apprenticeships and progression from site to regional roles.
Feed technical lessons from incidents and plant failures back into training so the same fault is not repeated elsewhere in the portfolio.
Own the delivery of refurbishment, plant replacement and improvement works across the UK and Ireland sites.
Write the scope, obtain competitive tenders and recommend award.
Manage projects on site to programme, budget and specification, and keep the building trading through the works wherever possible.
Apply CDM duties and hold contractors to the site safety standard.
Run handover and snagging, and close defects within the liability period rather than absorbing them into maintenance.
Report progress, spend and risk on each project to the Associate Operations Director and to the Viridis asset management team.
Support mobilisation on new acquisitions and comment on maintainability and lifecycle cost before handover.
Work with the Viridis Real Estate asset management team on capex planning and lifecycle strategy for the UK and Ireland assets.
Maintain 25-year lifecycle plans for every property in scope and update them annually against current condition data.
Produce costed business proposals with options, whole life cost and payback so capex decisions can be made on evidence.
Develop and maintain sinking fund forecasts for each property and reconcile them to the lifecycle plan.
Keep the asset register accurate, including condition, age, warranty position and replacement date.
Manage the FM operating budget across the UK and Ireland portfolio and report variance monthly.
Provide the detail behind budget plans in time for the budget cycle and support the preparation of monthly management accounts.
Raise purchase orders before works are instructed, process subcontractor paperwork promptly and keep expenses within agreed levels.
Review operational efficiency with the Finance Manager and site leads, covering daily jobs, material cost, subcontractor usage and out of hours work.
Work with the Associate Operations Director Europe and the European FM so compliance practice, PPM standards, contractor management and reporting are consistent across the portfolio.
Agree common FM standards, templates and reporting formats and apply them at the UK and Ireland sites.
Share what works and what has failed and adopt European practice where it is better than the UK method.
Contribute to group procurement where scale across both regions produces a better price or a better contractor.
Work within the LUMYA Living values.
Set objectives and measure performance through appraisals and regular one to ones.
Manage, motivate and support the team to deliver the required standards, including operatives based at sites the postholder does not work from.
Cascade relevant information to the team promptly.
Hold a professional working relationship with site General Managers, the Viridis asset management and acquisitions teams and other stakeholders, and attend the relevant meetings, working groups and forums.
Prepare monthly reports for the Associate Operations Director and other business reports as required, and make sure the issues raised in them are dealt with.
Keep a customer focused approach across the portfolio, recognising that maintenance work happens in people’s homes.

Skills

Planned maintenance
Reactive maintenance
Project works delivery
Statutory compliance management
Operational control of buildings
Budget management
Health and safety compliance
Company policy adherence
Legal compliance (UK and Ireland)
Technical development of maintenance teams
Coaching and assessment
Project management (scope to handover)
Refurbishment project management
Plant replacement project management
Improvement project management
Portfolio consistency
Contractor management
Reporting
Capex planning
Lifecycle strategy
Building Safety Act application
Fire safety management
Water hygiene management
Safety, Health and Welfare at Work Act application (Ireland)
Fire safety certification (Ireland)
Risk assessment management
Audit management
Safe working practice enforcement
Incident investigation and reporting
PPM programme management (SFG20)
SLA management
KPI monitoring
Team productivity management
Resource planning
Supplier management
Subcontractor management
RAMS (Risk Assessment Method Statements) adherence
Permit to work systems
Site rules enforcement
Soft services contract management
Security services contract management
Cleaning services contract management
Brand standards maintenance
Turnaround and void programme delivery
Skills matrix maintenance
Development plan creation
Hands-on coaching
Toolbox talk delivery
External training coordination
Budget management for training
Certification tracking and renewal
New starter induction
Competence assessment
In-house task development
Cross-site shadowing
Succession planning
Apprenticeship program involvement
CDM duties application
Handover and snagging
Defect management
Liability period management
Asset management collaboration
Capex proposal development
Whole life cost analysis
Payback analysis
Sinking fund forecasting
Asset register maintenance
Financial reporting
Management accounts support
Purchase order processing
Subcontractor paperwork processing
Expense management
Operational efficiency review
Group procurement contribution
Performance appraisal
Objective setting
One-to-one meetings
Team motivation
Information cascading
Stakeholder relationship management
Meeting participation
Working group participation
Forum participation
Business reporting
Customer focus

Location

UK
Ireland

Work Type

Full-time

Experience Level

Managerial
Senior

About the Company

LUMYA Living portfolio
Viridis Real Estate