Estates and Facilities Contract Manager

Leek Wootton

Permanent Contract

Full Time

Salary £43,668.00 - £49,716.00

Those currently eligible on the redeployment register will be given prior consideration.

The main purpose of the role is to manage and oversee facilities and estates related contracts, ensuring that services such as maintenance, cleaning, grounds works and security are delivered efficiently on time, and within budget.

The role includes contract negotiation, performance monitoring, financial oversight, and forward planning to support the organisation’s operational and compliance needs.

Main Responsibilities:

Contract and Financial Management:
Manage a portfolio of estates and facilities contracts, ensuring compliance with procurement policies and effective budget control. Monitor expenditure against contracts and provide regular financial updates to the Head of Business Operations.

Vendor and Stakeholder Relations:
Work alongside Contracts & Procurement as the facilities and estates representative in negotiations with suppliers and maintain strong working relationships with internal and external stakeholders to ensure service delivery aligns with organisational needs.

Performance Monitoring:
Conduct regular audits and reviews of contracts and service level agreements (SLAs), ensuring that all contractual obligations are met and performance issues are addressed promptly.

Operational Oversight:
Working with Facilities Managers and the Health & Safety officer to ensure all facilities are safe, well-maintained, and compliant with health and safety regulations and statutory requirements initiating an escalation process to contractors if standards are not met.

Problem Resolution:
Resolve technical, contractual, and operational issues in a timely and cost-effective manner, escalating to the Estates Manager and Contracts and Procurement where necessary.

Business Planning:
Through the contractual management process, contribute to long-term planning for facilities management, including forecasting future needs, recommendations on budget allocation, and supporting sustainability initiatives.

Compliance and Risk Management:
Ensure all contracts adhere to relevant legislation including health and safety, environmental, and building regulations such as Health & Safety at Work Act 1974, Building Safety Act 2022 etc.

Systems and Data Management:

Utilise internal systems, including CAFM software, to manage estates data, monitor contract performance, and support decision-making. Ensures accurate record-keeping, interrogate data to identify trends and risks, and contributes to service improvement through data-driven insights.

Knowledge:

Minimum of a vocational qualification (Level 4-5) in relevant work areas and related disciplines for example, business administration, construction management, surveying etc. or 5yrs+ experience on contract or strategic management

In-depth understanding of facilities and estates contract management, including procurement and supplier performance frameworks.

Strong knowledge of health and safety legislation, building regulations, and compliance standards relevant to estates and facilities.

Familiarity with service level agreements (SLAs), key performance indicators (KPIs), and contract law.

Awareness of sustainability and energy efficiency practices in facilities management.

Understanding of public sector operations and procurement processes (desirable).

Experience:

Desirable is police or public sector experience.

Proven experience managing facilities-related contracts (e.g., cleaning, maintenance, security) in a complex or multi-site environment.

Demonstrated ability to monitoring budgets, monitor financial performance, and deliver cost-effective solutions.

Experience in negotiating and managing supplier relationships and resolving contractual disputes.

Track record of conducting audits, performance reviews, and ensuring compliance with SLAs.

Experience working with internal stakeholders and external partners to deliver operational improvements.

Key Skills:

Strong management and coordination skills, with the ability to influence and manage stakeholders at all levels.

Excellent negotiation and contract management skills.

High level of financial literacy and ability to manage and report on budgets.

Analytical skills to assess performance data and identify areas for improvement.

Proficiency in Microsoft Office and facilities management systems (e.g., CAFM).

Clear and confident communication skills, both written and verbal.

Ability to manage competing priorities and work under pressure.

Special Conditions:

Regular travel throughout Warwickshire.

Potential to be site-based depending on contract management requirements.

We want our organisation to be as diverse as the community it serves. We welcome applicants from all sections of the community.

You will be required as part of Warwickshire Police recruitment process to successfully complete vetting and credit checks.

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