Facilities Officer

Ella's; Greater London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A women's support organization in Greater London is seeking a Facilities Manager to oversee the maintenance and operation of their facilities, including a community hub and safe houses. The role involves managing contractors, ensuring compliance with health and safety regulations, and maintaining a well-organized environment for staff and service users. The ideal candidate will have strong organisational skills, attention to detail, and experience in facilities management. This position promotes equality and welcomes diverse applications.

Qualifications

• Excellent organisational and time management skills.
• Ability to manage multiple tasks effectively and work independently.
• Strong communication skills, both written and verbal.

Responsibilities

• Oversee maintenance and operation of facilities.
• Manage supplier and contractor relationships.
• Conduct regular inspections of properties for maintenance issues.

Skills

Organisational skills

Time management

Problem-solving

Communication

Attention to detail

Job description

Purpose

We are looking for a proactive and organised individual ensuring that all of Ella’s premises, including the office, community hub, and safe houses, are safe, compliant, well-maintained, and a welcoming environment for staff and service users. This role combines practical facilities work with proactive oversight of supplier management and property maintenance systems.

You will play a key role in maintaining the smooth daily running of our operations, managing contractors and compliance records, and supporting Ella's growth and improvement in facilities management.

An enhanced Disclosure and Barring Service check will be undertaken. This post is restricted to women due to the nature of the role. The Occupational Requirement section under Schedule 9 (part 1) of the Equality Act 2010 applies.

Facilities management

Oversee the maintenance and smooth operation of Ella’s office, community hub, and supported accommodation.

Manage supplier and contractor relationships, including procurement, tendering, and ongoing performance monitoring.

Coordinate and oversee maintenance, repairs, and refurbishments across all properties, ensuring work is completed safely and to a high standard.

Maintain clear records of repairs, inspections, and contracts in the central facilities log.

Ensure the office and community hub are fully equipped, stocked, and operational, maintaining an organised and professional environment.

Ensure accurate stock records are maintained and inventories are completed across all sites.

Property inspections and maintenance

Conduct regular inspections of all Ella’s properties to identify and address maintenance and safety issues.

Manage the safehouse repairs and maintenance log, ensuring timely responses and communication with caseworkers and residents.

Carry out minor maintenance and repairs directly where appropriate (e.g. light bulbs, fixtures, storage organisation).

Liaise with landlords and external providers on significant property issues, ensuring clear communication and accountability.

Health, safety, and compliance

Act as the main point of contact for health and safety matters in the Operations Manager’s absence.

Ensure that all properties comply with statutory safety and maintenance requirements, including fire safety, gas, and electrical checks.

Support in maintaining and updating compliance documentation, certificates, and maintenance schedules.

Conduct regular health and safety audits and risk assessments, escalating issues to the Operations Manager as needed.

Lead or support fire drills, first aid provision, and emergency preparedness planning.

Systems and administration

Develop and maintain efficient systems for facilities management, including logs, checklists, and compliance trackers.

Support the Operations Manager in reviewing policies and procedures related to facilities, health and safety, and risk management.

Coordinate staff communications about ongoing facilities work or planned maintenance.

Oversee inventory management, purchasing, and deliveries for office and property supplies.

Team and organisational support

Contribute to creating a trauma-informed, safe, and welcoming environment across all Ella’s spaces.

Support the smooth running of events or community activities at the hub, ensuring facilities are ready and accessible.

Build strong working relationships with staff, residents, and suppliers to ensure responsive and effective facilities support.

Person specification

Essential

• Excellent organisational and time management skills.
• Keen eye for detail.
• Ability to put effective processes and procedures in place.
• Ability to manage multiple tasks effectively and work independently.
• Strong communication skills, both written and verbal.
• Basic understanding of health and safety requirements.
• Comfortable liaising with contractors and overseeing on-site work.
• Willingness to travel locally between Ella’s office and safe homes.
• A proactive and practical approach to problem-solving.

Desirable

• Experience in facilities or property management.
• Experience working with suppliers and contractors.
• Familiarity with trauma-informed environments or working in the charity sector.
• Basic maintenance skills (e.g., DIY tasks).

More about Ella’s

Ella’s is a London-based organisation working with women who have survived trafficking and sexual exploitation. Our mission is to do everything we can to ensure survivors have all they need to recover and build lives that are safe and free.

Here is a summary of our main activities

We run sixsafe houses. This supported accommodation is crucial for survivors, until they are ready and able to live independently.

We provide regular support for women and families in neighbourhoods across London, and many more further afield when they need us.

We speak out on issues affecting the women we work with. We care deeply about survivors of trafficking and exploitation and want to see a world where these crimes are not tolerated.

Ella’s is an equal opportunities employer. We encourage applications from all backgrounds and communities, as we believe having a diverse team adds value and positively impacts our service.We actively encourage applicants from BAME backgrounds, LGBTQ+ applicants and those with disabilities. We are committed to equality and diversity within our organisation.

Ella’s is committed to safeguarding and promoting the welfare of children and young people and vulnerable adults and expects all staff and volunteers to share this commitment. As part of this commitment, we undertake disclosure checks. Having a criminal record will not automatically exclude applicants.