Operations Controller - FM/PM

We are looking for a highly organized and commercially minded professional to lead the operational delivery of our Facilities & Property Management contracts across the UK. This role is vital in turning signed agreements into dependable, profitable, and well-managed services on the ground. The ideal candidate will be detail-oriented, proactive, and motivated to advance into a senior operations leadership role within a rapidly growing UK business. You will be part of a dynamic team working closely with UK leadership to support our expanding footprint.

Key Responsibilities

Contract Mobilisation & Onboarding: Take full ownership of the setup process for new contracts, including creating client and site records, defining scopes of work, service level agreements (SLAs), and service schedules. Develop comprehensive staffing, supplier, and resource plans to ensure smooth service launches. Prepare mobilisation checklists to confirm readiness.

Scheduling & Resource Planning: Manage planned preventative maintenance (PPM) schedules across multiple sites. Allocate and schedule operatives, engineers, and subcontractors for both planned and reactive maintenance tasks. Oversee work orders from initiation through to completion, ensuring timely job assignment and closure while optimizing resources to maintain service quality and margins.

Supplier & Subcontractor Management: Source, onboard, and coordinate subcontractors and specialist suppliers. Raise purchase orders, monitor deliveries and attendance, and follow up on outstanding work. Maintain an up-to-date supplier database including pricing, coverage, and performance metrics, holding suppliers accountable for scope, cost, and quality.

Work Order & Systems Management: Administer the entire job lifecycle within systems such as Jobber or Odoo. This includes raising, assigning, tracking, and closing jobs with proper documentation, sign-offs, and completion evidence. Ensure system accuracy as the single source of truth for operational data.

Compliance & Documentation: Oversee statutory and contractual compliance across sites, including certifications for gas, electrical/EICR, fire, water/legionella, PAT, and lift/LOLER. Collect, track, and store certificates, risk assessments, method statements (RAMS), insurances, and accreditations. Proactively chase missing documents and flag expiries to maintain audit-ready client compliance portals.

Client Reporting & SLA Management: Monitor KPIs and SLAs for each contract, identifying risks early. Prepare clear and professional service and performance reports for clients and UK leadership. Act as a reliable operational contact for client and site queries.

Finance & Commercial Support: Support job costing, valuations, and timely invoicing. Track variations and additional works to ensure all services are billed accurately. Monitor costs against budgets to protect contract margins.

Operational Coordination & Communication: Serve as the daily liaison between the UK office, site teams, suppliers, and clients. Take ownership of actions, follow through to completion, and maintain clear communication. Establish and maintain a disciplined daily and weekly operational rhythm with the UK team.

Required Qualifications

- Proven experience in operations, coordination, or service delivery within facilities management, property, construction, logistics, or related sectors.
- Excellent written and spoken English, with confidence in communicating with UK clients, teams, and suppliers.
- Strong organizational skills with keen attention to detail and the ability to manage multiple priorities effectively.
- Proficiency in IT, including Excel and Word, with the ability to quickly learn operational, CAFM, or ERP systems.
- A proactive mindset with the ability to anticipate needs, chase tasks, and resolve issues independently.
- Self-disciplined and reliable, capable of working remotely during UK business hours.
- Stable, high-speed internet connection and a quiet, professional work-from-home environment.

Preferred Qualifications and Benefits

- Direct experience in facilities management, property management, or maintenance operations.
- Familiarity with planned preventative maintenance, reactive maintenance, and FM compliance requirements.
- Experience using Jobber, Odoo, or similar CAFM/job-management platforms.
- Previous experience supporting UK or international businesses remotely.
- Procurement or supplier management experience.

This is a full-time position requiring overlap with UK business hours (40 hours per week). The role is based in person with a competitive monthly salary range.