Job Title: Subcontractor Co-ordinator (Facilities Manager)
Division: FI: Facilities Management
Location: Botany Bay, Chorley
Reporting to: Head of Facilities Management
Permanent/Temporary/Fixed Term: Permanent
Start Date: ASAP
Role Overview
Reporting directly to the FM Service Manager and working as part of a central head office team, Subcontractor Co-ordinator will manage and administer external subcontracted service providers across the UK, supporting the delivery of statutory compliance and planned maintenance services. This role sits centrally within the FM structure and works closely with on-site Facilities Managers (FMs) and Regional Facilities Managers (RFMs). The position will focus on agreeing commercial terms, setting up subcontractors, managing documentation and service agreements, raising purchase orders, and supporting RFMs with booking and delivery of works. You will have the opportunity to create and improve processes and procedures for subcontractor onboarding, compliance document management, national supplier agreements, and maintaining an accurate subcontractor database.
Key Duties & Responsibilities
Subcontractor Management & Compliance
- Manage national subcontractors delivering statutory compliance services (e.g. emergency lighting, drainage, AC maintenance, gas safety, etc.)
- Onboard new subcontractors and maintain approved supplier lists
- Collect, review, and manage subcontractor documentation (RAMS, insurances, accreditations, permits, certifications)
- Ensure all subcontractors meet company and statutory compliance standards
- Maintain accurate records within internal systems and subcontractor databases
- Support audits and compliance reviews by providing accurate subcontractor documentation
Commercial & PO Management
- Reduce reliance on local subcontractors by implementing national agreements and standardised commercial terms.
- Generate annual purchase order numbers for planned subcontracted works
- Ensure PO values, scopes, and terms align with agreed rates and contracts
- Monitor subcontractor spend and escalate anomalies where necessary
- Support the FM Service Manager with supplier performance and cost reviews
Internal Liaison & Coordination
- Liaise with on-site FMs and RFMs to support the booking and delivery of works
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Provide RFMs with approved subcontractor details, PO numbers, and documentation
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Act as the central point of contact for subcontractor queries relating to compliance, terms, and onboarding
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Ensure clear communication between subcontractors, RFMs, and internal stakeholders
Process Improvement & Reporting
- Develop and implement standardised processes for subcontractor onboarding and management
- Review existing workflows and recommend improvements for efficiency and compliance
- Produce reports on subcontractor compliance, performance, and spend
- Maintain and improve subcontractor data quality and reporting accuracy
(This is not an exhaustive list of duties and the candidate could be asked to perform other tasks from across the business as and when necessary)
Qualifications & Experience Required
Essential
- Experience in facilities management, compliance, or subcontractor coordination
- Knowledge of statutory compliance services within FM
- Experience managing external suppliers or subcontractors
- Strong administrative and organisational skills
- Ability to manage multiple stakeholders across a national structure
- Excellent communication skills (written and verbal)
- Strong IT skills, including Excel and FM/CAFM systems
Desirable
- Experience working in a central FM or head office function
- Knowledge of national supplier agreements
- Experience with CAFM systems and compliance reporting
- Understanding of FM audits and statutory compliance frameworks
Requirements
- Occasional travel to other sites
- Occasional travel to external meetings with subcontractors