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Regional Facilities Manager

Regional Facilities Manager

Purpose of role:
To manage the FM partner base and the Retail Management liaison at store level on a day to day basis in order to maximise FM service delivery standards and assist in creating a world class retail environment where shopping is a delight and working is safe and enjoyable

Location: Reading

Duration: 18-month fixed term contract
Reporting to: Senior Regional Facilities Manager for Great Britain
Key Responsibilities:
Ensure FM Delivery Standards to stores at all times
  • Ensure thorough management of the FM partner base and co-ordination between the FM Department and Retail Management that stores can trade at all times
  • Monitor and performance manage the FM partner base to continuously improve the service delivery standards being achieved
  • Conduct supplier performance reviews including service quality audits and verification of PPM programmed visit
  • It's anticipated that most of the work will be in the North of the UK but could involve work in other Primark regions globally from time to time
Liaison with Retail Management
  • Attend store visits with store management (and FM partner base representatives if appropriate) to receive and register their feedback, deal with any of their FM related concerns, check the outstanding items on the CMMS system (PRIMMS), take part in a visual standards and compliance check by walking through the store and backroom areas, inform of any updates or latest FM department initiatives or projects, allow them to participate in the supplier base partners performance evaluation activities, review their performance in the use of the CMMS system by the KPIs
  • Feedback key findings from store visits through structured visit reports to the Senior RFM GB for dissemination with other stakeholders of for suggested improvement follow-up action

Managing the FM Partner base
  • Continually monitor the helpdesk system to ensure maintenance requests in the region's stores are dealt with within the contractually allocated parameters
  • Chair the monthly operational review meetings with the FM services providers, which should include a review of their monthly performance including KPIs control, a discussion on any lessons learned from failures or mistakes during the past month, acceptance of a supplier's recovery plan in case of poor performance standards, a walk around with the supplier in the store where the meeting is being held to visually confirm delivery standards and legal compliance, knowledge exchange on potential improvements to the standards and/or budget efficiencies, etc
  • Carry out impromptu audits on quality of maintenance being performed on site, which could include joining a supplier's management representative on their own monthly store audit to verify that audit is carried out to the agreed standards in a consistent manner by everyone involved

Managing Cost
  • Monitor and manage spend in all maintenance categories and liaise with Senior RFM, Facilities Cost Manager with regards to any potential deviations from budget
  • Review all supplier quotations and consider necessity, alternative solutions, value, compliance, impact on other stakeholders and total cost of ownership of all proposals
  • Validate supplier invoices and in so doing consider accuracy, veracity and compliance with contract terms.
  • Review PRIMMS/CAFM usage and liaise with the Facilities Cost Manager, contractors, store management as required to correct any anomalies

Essential knowledge, education, skills and experience:
  • Minimum of 5 years' experience in a similar discipline
  • Regional knowledge and experience is highly regarded
  • Proven track record of managing FM supplier base operations and retail management liaison functions in a multi-site environment
  • Strong M&E background and extensive experience in the management of modern building services installations
  • Analytical when reviewing data and information
  • Strong proven PC/CAFM skills
  • Strong planning and organisational skills, along with competent report writing
  • Passionate about delivery standards and continuous improvement
  • Ability to lead projects, initiatives and integrate business and FM objectives
  • A strong creative and structured approach
  • Strong commercial understanding of the FM and retail industries and competition
  • Experience in chairing and driving meetings on subjects and ensuring relevance to achievable objects set; process rather than content driven
  • Understanding of corporate social responsibility and especially safety, health, and environmental management
  • Willing to travel and be available only in the case of emergency response requirements outside of usual business hours
  • Financial budgeting and budget management experience with large Capex and Opex budgets across multiple sites and service lines
  • Proven understanding of energy and utility consumption, monitoring and management
Personal Attributes:
  • Highly organised, detail-oriented, possessing the ability to effectively prioritise projects and deliverables whilst meeting deadlines set by management
  • Excellent planning and organisation skills, ability to multi-task, plan and prioritise work schedule for self and team and work within agreed timescales
  • Excellent attention to detail and an ability to analyse and interrogate high volumes of data as well as demonstrating an ability to focus on higher level overview.
  • Proven ability in managing sensitive matters whilst ensuring all Primark information remains confidential to the business
  • Be a collaborative team player with excellent interpersonal/communication skills, while demonstrating high levels of emotional intelligence and possess the ability to push back with professionalism. Proven ability in developing effective working relationships across all levels of the organisation
  • Operates with a high level of integrity, diplomacy, tact and professionalism
  • Effective and persuasive presentation skills, including the ability to present complex information in an understandable manner to all areas of the business.
  • Ability to lead, influence and coach others
  • Sound judgement, unquestionable ethics and integrity with high degree of transparency and trust


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