Regional Facilities Manager

Department: PFM Management

Employment Type: Full Time

Location: Frimley

Description

Main Purpose:

To represent Praxis Facilities Management Ltd (PFM) in a professional and exemplary manner at all times acting as an ambassador in all your activities.

Optimise the commercial viability and performance to ensure the efficient and effective management of the Properties under your responsibility through the implementation of management and quality control systems, to deliver the highest level of service to our tenants.

Work with the Property Teams to review service contracts and implement efficiencies to savings across the service charge portfolios.
Work with the Property Teams to identify and implement measures for sustainability across the business space portfolio.

Responsible for the management of services and processes which support the core business, ensuring a suitable working environment for its clients, employees and their activities.

Ensure compliance with all relevant statutory requirements and codes of practice relating to Employment, Health and Safety, Fire Regulations, COSHH, Data Protection Act and all other statutory requirements relating to both the management of the properties and public areas. These requirements are to be implemented in accordance with the instructions given from time to time by PFM or through its Health and Safety/Operational Manual.

Main Duties:

Financial:

• Deliver effective financial management, planning, systems, and controls.
• Develop and manage annual service charge budgets, with close attention to quarterly cash flow.
• Prepare explanatory booklets for tenants and landlords detailing planned expenditure rationale.
• Oversee monthly and quarterly budget reviews and forecasts.
• Ensure overall expenditure remains within approved budgets.
• Prepare end-of-year service charge reconciliations and reports, including fire, health, safety, and risk summaries, in conjunction with Finance and Head Office.
• Resolve accounting queries promptly with internal and external stakeholders.
• Improve operational systems, processes, and policies to increase efficiency.
• Identify risks to budget delivery early and work with the Line Manager to resolve.
• Prepare and submit accurate monthly management reports and present at meetings where required.

Fire, Health, Safety and Risk:

• Ensure delivery of a safe and secure environment.
• Ensure compliance with all statutory fire and health and safety regulations.
• Ensure all actions arising from risk assessments are completed in a timely manner.
• Prepare, review, and test disaster recovery plans in conjunction with external agencies.
• Act as the primary point of contact for emergency and enforcement agencies.
• Ensure appropriate monitoring and discipline for contractors working on site.
• Ensure all tenders and working practices comply with legislation and best practice.
• Maintain effective communication between site and head office through regular reporting
• Encourage environmentally responsible working practices among contractors and tenants.

Maintenance and Cleaning:

• Develop and implement a facilities management programme including preventative maintenance and lifecycle planning.
• Carry out and document regular facilities inspections, including vacant property inspections for insurance purposes.
• Record utility consumption across common and vacant areas.
• Supervise maintenance and repair of facilities and equipment.
• Oversee refurbishments and renovations.
• Plan and manage central services including reception, security, cleaning, catering, waste management, and parking.
• Ensure high standards of cleaning, repair, and presentation are maintained within budget.

Contractor service provision:

•  Ensure service specifications are met safely, cost-effectively and on time
•  Escort contractors and ensure permits to work are in place where required
•  Review contractor performance and address service shortfalls promptly
•  Obtain and compare quotes and tenders
•  Negotiate contracts to optimise service delivery and cost savings
•  Coordinate and monitor contractor activities
•  Verify invoices against contract pricing and completed works
•  Plan and monitor appropriate staffing levels and utilisation

Management reporting:

•  Prepare and review service charge budgets with asset managers
•  Produce regular reports on budgets, contracts, expenditure and performance
•  Develop and implement cost reduction initiatives
•  Monitor and advise on energy efficiency and building energy control

Tenant liaison:

•  Establish and maintain clear communication channels with tenants and stakeholders
•  Plan and deliver a programme of tenant meetings each year
•  Build strong relationships with tenants through proactive engagement
•  Produce and regularly review tenant, contractor and emergency handbooks
•  Represent the property at management and letting meetings when required
•  Act as the primary local point of contact for tenants, agents and prospective occupiers

Experience and qualifications:

Required

• Experience of managing multi-site business space or retail asset portfolios in a similar regional facilities role
• Experience of working within or alongside major property investors, asset managers or REITS preferred
• Experience managing service charge budgets
• IOSH Managing Safely (minimum)
• IWFM Level 4/5 or equivalent industry experience
• Demonstrable background in multi-let commercial property
• Strong working knowledge of UK H&S legislation

Desirable

• NEBOSH General Certificate
• Trade background (electrical, mechanical or building services)
• BIFM/IWFM Level 6
• First Aid certification
• CAFM data governance training (Vantify)

Personal Attributes

• Professional, confident, and credible with senior stakeholders
• Highly organised with strong time management
• Calm under pressure; able to manage multiple priorities
• Detail-focused but able to see portfolio-level trends
• Pragmatic problem solver
• Strong moral compass and a commitment to safety

Key Information:

• Location: South East - M25 area - On-site with travel to assets
• Currently our portfolio includes but is not limited to: Angel Corner, London - Archipelago - Frimley, Baker Street - London, Epsom Gateway - Epsom, Form 1&2 Hook, Old Mill Godalming, Solent - Fareham, Wonersh House & Compton House - Guildford. Please note as we are buying and selling assets and this portfolio may change. We will endeavour to ensure regional FM's have a portfolio of assets that makes sense for them geographically.  Most locations will be ideally no more than 1-1.5 hours from your base where possible. 
• Asset class: Business Space assets and one small retail unit.
• Valid Driving licence required - expenses and mileage covered.

Values

Professionalism | We consistently seek to exceed expectations. Our people can express themselves fully while upholding the highest standards of conduct, competence, and integrity.

Ownership | Every asset, challenge, and opportunity is treated as our own. We deliver all real estate services in-house — never outsourcing responsibility, accountability, or blame.

Entrepreneurialism | We challenge convention and champion imaginative solutions. Rigorous debate is encouraged, and everyone is empowered to make decisions that elevate performance.

Meritocracy | Results, hard work, and strong ideas matter more than age, tenure, or titles. We are a diverse team that collaborates openly so each person can reach their full potential.

Action This Day | We do not defer or delay. Anything that can be done today, is done today.