Facilities and Operations Manager

Reform UK is looking for a hands-on, dependable Facilities and Operations Manager to take  ownership of our headquarters. This is the person who keeps the building running, the lights on, the contractors in line and the office secure - so the rest of the team can get on with their work without a second thought.

It’s a varied, busy role suited to someone practical and unflappable who takes pride in a well-run, professional and safe working environment. You’ll be the first point of contact for anything to do with the premises, and you’ll be trusted to handle sensitive matters with absolute discretion.

Key responsibilities

Facilities management

• Take day-to-day responsibility for the smooth running of the HQ premises, ensuring the building is clean, well-maintained, presentable and fully functional at all times.


• Manage cleaning standards and schedules, whether delivered in-house or by contracted services.


• Oversee maintenance and repairs, responding quickly to issues and arranging planned and reactive works as needed.


• Manage utilities, waste, recycling, supplies and general office consumables so nothing runs out unexpectedly.


• Ensure meeting rooms, communal areas and workspaces are set up and ready for use.

Contractor and supplier management

• Source, appoint and manage external contractors and suppliers (cleaning, maintenance, security, IT infrastructure, catering, etc.).


• Negotiate and review contracts to secure good value, and hold suppliers accountable to agreed standards and timescales.


• Supervise contractors while on site, ensuring work is completed safely, properly and with minimal disruption.


• Maintain records of contracts, warranties, service agreements and key supplier contacts.


• Security and operational security (OPSEC)


• Manage building access and security arrangements, including key/fob control, alarms, CCTV and entry procedures.


• Maintain visitor management procedures and ensure only authorised people have access to sensitive areas.


• Uphold strict confidentiality and discretion regarding people, activities and information connected to the organisation.


• Work with relevant colleagues and external partners to identify and mitigate physical and operational security risks.


• Ensure contractors and visitors are appropriately supervised and that sensitive material and spaces are protected.

Health, safety and compliance

• Act as the lead for health and safety on site, ensuring the organisation meets its legal obligations.


• Carry out and maintain risk assessments, fire safety checks, and required testing and certifications.


• Keep clear, up-to-date records and ensure relevant policies and procedures are followed.

 Office operations

• Provide general operational support to keep the HQ functioning efficiently day to day.


• Manage facilities-related budgets, track spending and flag issues early.


• Support office moves, reconfigurations, events and ad-hoc operational projects as required.


• Be a reliable, approachable point of contact for staff facilities queries.

Person specification

Essential

• Proven experience in facilities, premises or operations management.


• Strong contractor and supplier management skills, including negotiating and overseeing work.


• A practical, proactive, problem-solving approach - comfortable rolling up your sleeves.


• Excellent organisation and the ability to juggle competing priorities calmly.


• Sound understanding of health and safety responsibilities in a workplace.


• High level of discretion, trustworthiness and sound judgement when handling sensitive matters.


• Strong communication skills and the ability to work well with people at all levels.

Desirable

• Experience managing security arrangements (access control, CCTV, visitor procedures).


• Relevant qualifications (e.g. IOSH/NEBOSH, facilities management certification).


• Experience working in a fast-paced, high-profile or politically sensitive environment.


• Basic familiarity with building systems and IT infrastructure.

To apply, please send your CV and a covering letter telling us about why you would like to apply for the role.