PA Head of Facilities Management

Division: FI Facilities Management

Location: Botany Bay, Chorley

Hours: 37.5 Hours per Week

Permanent Role

Start Date: ASAP

Role Overview

The Personal Assistant to the Head of Facilities Management plays a key role in supporting the strategic and operational delivery of Facilities Management services across a multi-site portfolio.

This position acts as the primary organisational and administrative support to the Head of FM, ensuring the efficient coordination of activities across maintenance, contractor management, compliance, financial reporting, and client interactions. The role requires a proactive and commercially aware individual who can manage a high volume of information, prioritise effectively, and maintain strong communication with both internal teams and external stakeholders. Working closely with the wider FM team, Property Management, and Finance, the role supports the delivery of contracts, supplier performance, and operational reporting, while ensuring that critical tasks and deadlines are effectively managed.

Key Duties & Responsibilities

PA & Executive Support

• Provide direct support to the Head of Facilities Management, including diary management, meeting coordination, and scheduling across multiple sites and stakeholders.
• Prepare agendas, take minutes, and track actions arising from internal and client meetings.
• Manage email and correspondence, ensuring priority matters are escalated and responded to appropriately.
• Coordinate travel, expenses, and administrative requirements in line with business processes.
• Act as a central point of contact between the Head of FM and internal/external stakeholders.

Operational & Facilities Coordination

• Support the coordination of FM activities across the portfolio, including maintenance, cleaning, security, and compliance.
• Track ongoing works, contractor activity, and operational performance to ensure timely delivery and issue resolution.
• Assist in managing job pipelines, updates, and reporting across CAFM or similar systems.
• Liaise with Regional Facilities Managers, contractors, and clients to gather updates and ensure alignment on priorities.

Reporting & Business Support

• Produce high-quality reports, presentations, and data summaries for internal and client use.
• Support the Head of FM with board packs, operational updates, and performance reporting.
• Maintain and develop spreadsheets and tracking tools for operational and financial data.
• Assist in reviewing processes and implementing improved working practices to drive efficiency.

The above is nor an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation.

Qualifications & Experience Required

• Experience in a PA, Executive Assistant, or senior administrative role, ideally within Facilities Management, Property Management, or a similar operational environment.
• Experience supporting senior leadership in a fast-paced, multi-site or operational business.
• Exposure to financial processes such as purchase orders, budgeting, or invoice tracking.
• Experience working with contractors, suppliers, or service providers.
• Strong organisational skills with the ability to manage multiple priorities and deadlines.
• Experience producing reports, spreadsheets, and presentations for senior stakeholders.
• Familiarity with CAFM systems, finance systems (e.g., Yardi), or similar platforms is desirable.

Personal Profile Requirements

• Proficient in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Excellent organisational skills, with the ability to prioritise tasks and manage workload effectively.
• High level of accuracy and attention to detail, particularly when handling data, documentation, and financial information.
• Ability to work under pressure and meet deadlines in a fast-paced, reactive environment.
• Strong teamwork skills, with the ability to collaborate effectively with the wider FM and management teams.
• Competent in handling confidential information with discretion and professionalism.