The posting
Salary: £36,000 to £41,000 per annum
Advert closing date: Thursday 26th November 2026
Hours: 37.5 hours a week, shifts 7am - 3.30pm and 10am - 6.30pm, both worked on a rota based. Some evening and weekend work required on an ad hoc basis.
Reports to: Estates and Facilities Manager
Location: Harlow, Essex. Easily commutable from London Liverpool Street or Tottenham Hale Station. We offer a free minibus service to/from Harlow Town Train Station as well as free parking and EV charging on site.
About the role:
We're looking for someone who is passionate about creating great workplace experiences and building strong partnerships. You'll take the lead on managing our Estates and Facilities contracts, ensuring our services run smoothly and our environments remain safe, efficient and welcoming. Alongside this, you'll support and deliver a variety of projects, collaborating with colleagues across the business to bring positive changes to life on time and within budget.
What you will be doing:
Warwick House
- Serve as the first point of contact for Warwick House tenants, including administration queries, and share relevant documents with them promptly.
- Monitor and review service charge budgets once agreed with the Estates and Facilities Manager; reconcile them monthly with the accountant and agree quarterly actual figures for reporting to tenants.
- Manage the administration of the Warwick House contracts, ensuring that value for money and compliance is met.
- Prepare Warwick House MI reports, including quarterly dashboards, for review; attend stakeholder meetings and organise, attend and minute meetings with tenants.
Contract and Procurement Management
- Manage the department’s contract procurement process, preparing recommendations for sign-off by the Estates and Facilities Manager.
- Manage service delivery across all departmental contracts to meet KPIs, SLAs and financial targets and deliver best value for money. Conduct regular contract reviews, prepare and present performance reports, monitor areas for development and report monthly to the Estates and Facilities Manager.
- Proactively manage risks and paperwork associated with contracts while ensuring adherence to regulatory and business standards.
- Working with our Business Energy Broker and liaising with the Head of Finance and Finance Director, achieve the best options for both gas and electricity tenders.
- Ensure that all electronic spreadsheets in relation to tender dates are updated.
- Ensure Motability Foundation and Warwick House contractors have accepted RAMS and meet their Health and Safety obligations through the management of KPIs and SLAs.
Pre-Planned Maintenance and Contractor Management
- Oversee day-to-day contractor activities, ensuring work is completed to standard and on schedule.
- Maintain the building’s planned maintenance schedule and associated documentation.
- Coordinate reactive repairs and projects, including costings and approvals, looking for best value for money.
Work Experience Programme
- Develop and coordinate the department’s work experience programme with Harlow College.
- Ensure staff provide high-quality training and support to students.
- Manage student activities on-site and coordinate workshops and feedback sessions with the college for the wider supported learning group.
Administration
- Deliver departmental month-end tasks and MI reporting, quarterly dashboards and the operational health, safety and environmental report.
- Maintain the Estates and Facilities / Health and Safety page on Pulse, keep this updated with relevant information for staff.
- Manage the department’s finance system, ensuring new supplier records are created and purchase orders, invoices and credit notes are processed accurately.
- Act as departmental liaison with Finance for queries and reconciliations.
- Take and issue the minutes for senior Estates and Facilities meetings. Ensure minutes taken by the team are issued within agreed timelines.
- Work with the Estates and Facilities Manager to keep building and furniture drawings up to date using AutoCAD.
- Act as the department expert for SharePoint and Teams.
- Prepare and submit DPIAs for approval as required.
Project Management
- To understand project requirements, prepare project plans and be responsible for the delivery of projects to time, cost and quality, in line with approved methodology.
- Act as the Estates and Facilities representative for Change Management. Working with the team to ensure delivery of all required submissions.
- To manage customer relationships within the scope of the project.
- Hold prestart meetings, regular project reviews and close down meetings with members of the Estates and Facilities Team to ensure project performance is on track.
- Report on project performance monthly to Estates and Facilities Manager.
- Assist the Estates and Facilities manager with the delivery of an annual Estates and Facilities performance report.
Security and Disaster Recovery
- Manage access control, CCTV, and key holder responsibilities.
- Support new starter/leaver processes and investigate security issues.
- Participate in business continuity and disaster recovery activities, keep the Estates and Facilities BCP document up to date at all times, and play a vital role in business recovery during an incident.
Other Duties
- Provide cover for the Building Services Manager when required.
- Work shifts totalling 37.5 hours per week, including weekends and out-of-hours work, with evenings, weekends and bank holidays required at the request of Estates and Facilities Management. On a rota basis, act as a key holder for alarm activation call-outs during the working week, out of hours, at weekends and on public holidays; be able to travel to the office within 30 minutes when on call.
- Perform any other duties within the post holder’s qualifications.
Your experience:
Must haves:
- GCSE level or equivalent, including English and Maths.
- Experience of financial management systems.
- Good MS Office suite skills -Word, Excel, Outlook.
- Basic knowledge of building services issues.
- Experience of managing contracts.
- Full Clean Driving Licence.
- Good knowledge of building management services.
- Experience of working within an in-house FM team.
Nice to haves:
- Management training: ILM Level 3 in Leadership and Management or equivalent.
- IOSH Working Safely trained.
- Member of IWFM.
- AutoCAD Level 1.
- PAT certificated.
- IPAF trained.
- DSE assessor.
- Advanced driving course.
- Passenger Carrying Vehicle (PCV) licence holder.
- Experience of FM based Helpdesk systems.
If you’re interested in applying and excited about working with us but are unsure if you have the right skills and experience, we'd still encourage you to apply.
Benefits
Who are we?
We are building a future where all disabled people have the transport options to make the journeys they choose.
We fund, support, research and innovate so that all disabled people can make the journeys they choose. We oversee the Motability Scheme and provide grants to help people use it, providing access to transport to hundreds of thousands of people a year. We award grants to charities and organisations who provide different types of transport, or work towards making transport accessible. We also carry out ongoing research, in partnership with disabled people and key stakeholders in the industry, to inspire innovations that continue to champion accessible transport for all.
Why choose us?
We want working for the Motability Foundation to be the best career move you’ve ever made. When you join the Motability Foundation you will join a group of people who are supportive, innovative and motivated to improve the lives of our beneficiaries.
We value everyone’s unique qualities and celebrate having a diverse, equitable and inclusive culture where everyone feels safe to be their authentic selves. This is embedded into our values, Collaborative, Respectful and Evolving.
We bring our people together through our People Forum, Equity, Diversity and Inclusion Forum, Social Squad and our Wellbeing Champions and our employee Spotlight Awards help us recognise the excellence and dedication of our staff.
We are proud to be recognised as Disability Confident Leader, have attained Platinum Level Award for Investors in People and are members of the Business Disability Forum.
A career with Motability Foundation can offer you so much more than earning potential, we pride ourselves in offering some fantastic benefits. Some of these include:
- 26 days annual leave, plus the option to buy/ sell up to five days.
- One wellbeing day for extra flexibility.
- Pension scheme - Up to 20%, including a 10% non-contributory contribution and matched contributions up to 5%.
- Life Assurance of four times your salary.
- Private healthcare through BUPA for you and your family, along with a Medicash Health Plan.
- Employee assistance programme: GP appointments, eye tests, flu vaccinations, sick pay and free gym and yoga sessions.
- Enhanced Parental Leave, including Adoption Pay.
- Free parking, EV charge points and a minibus service to/from the town centre and train station.
- Fresh fruit, breakfast snacks, and a Dress for Your Day dress code.
- Learning and development opportunities to help you grow.
Our vision is to create a charity where everyone feels like they belong, benefits from and participates in, the work we do. We actively encourage applications from people of all backgrounds and cultures, and we aim to be an employer of choice for candidates with disabilities.
As a Disability Confident Leader, we have committed to ensuring that disabled people and those with long term health conditions have the opportunities to fulfil their potential. We want to ensure everyone has the opportunity to perform their best when interviewing and when working with us, so if you require any reasonable adjustments that would make you more comfortable, please let us know so that we can do our best to support you.
To help us create an inclusive workplace we are committed to offering to interview every disabled applicant who meets the minimum criteria for the job. Some of our roles attract a high volume of applications and in some circumstances, we may need to limit the number of interviews offered to disabled and non-disabled candidates.
While we are unable to provide visa sponsorship for this role, we welcome applications from candidates who already hold a valid right to work in the UK. Candidates with an existing visa may be considered, subject to the type and conditions of their visa.
