Facilities Manager at Resonate in Derby, Derbyshire

Facilities Manager

Location: Derby, Derbyshire

About us

At Resonate, we're on a mission to embed intelligent, connected technology into the operational fabric of railway operations, driving performance, efficiency, and innovation across the network.

Our vision is bold yet clear: to be the trusted partner, leading the modernisation of railway operations through purposeful innovation. We're not just building technology; we're building the future of how railways run.

We measure our success by the "Resonate Test", the moment when every Route and Operations Team says, "We couldn't run the railway without Resonate" and "Have you asked Resonate?" becomes the go-to question for technology solutions. That's the impact we're striving for, and we're looking for talented individuals who share our passion for making it happen.

If you're ready to be part of something transformative, where your work directly enables safer, smarter, and more efficient rail operations, we'd love to hear from you.

Overview of the Role

As our Facilities Manager, you will play a central part in keeping Resonate’s working environments safe, compliant, well organised and ready to support our teams. This is a varied, hands-on role where your work will make a visible difference every day, ensuring our offices, facilities, suppliers and workplace services operate efficiently and effectively.

You will work across facilities, workplace services, security, supplier management and business support activities, providing operational support and maintaining accurate, accessible and secure records. Your efforts will underpin operational efficiency and ensure the continued smooth functioning of our workplace environment. This role is based at our Derby office, with occasional travel to our other locations as required, with travel expenses covered by the organisation.

Key Accountabilities

1. Operational Support and Advice

• Provide day-to-day operational support and advice across facilities, workplace services and security.

• Coordinate day-to-day site operations at our Derby, Milton Keynes and London offices, including visitor, guest, contractor and delivery arrangements across the working week.

• Support onboarding and staff induction processes relating to workplace facilities, office services and site arrangements.

• Act as a key point of contact for facilities-related enquiries from colleagues, suppliers and visitors.

2. Documentation, Records and Compliance

• Manage and maintain facilities-related documentation and records, ensuring appropriate levels of confidentiality and access control.

• Maintain service records, maintenance schedules, compliance certificates and contractor documentation.

• Support archiving reviews and ongoing records management to ensure information is retained, accessible and controlled appropriately.

• Review and improve facilities administration and document control processes to enhance efficiency and accessibility.

• Maintain accurate records of office assets, equipment and facilities-related contracts.

3. Reporting, Audit and Performance

• Collate, analyse and report on facilities and workplace services data to support decision making and continuous improvement.

• Check daily security reports from NVC, escalating or following up on any issues as required.

• Monitor and report on facilities performance indicators, including maintenance completion, supplier performance and service delivery metrics.

• Produce regular management information relating to facilities operations, budgets and workplace utilisation.

4. Facilities, Suppliers and Contractors

• Administer facilities procurement, including purchase orders, goods receipting and invoice processing.
• Support facilities budget forecasting, monthly spend reviews and half-yearly forecast reviews.
• Coordinate and review servicing and maintenance for facilities equipment, including fire extinguishers, air conditioning and evacuation chairs.
• Coordinate planned preventative maintenance visits, site arrangements and follow-up actions.
• Monitor facilities contracts and supplier performance, including cleaning, PAT testing and hand tool inspections.
• Manage contractor and supplier service quality, performance and site coordination.
• Liaise with landlords, service providers and agents across all offices, maintaining compliance, certification and action records.
• Attend landlord meetings and coordinate resulting facilities actions.
• Act as Resonate’s primary facilities contact for the Managing Agent Advisor, landlords and agents.
• Support workplace projects, office moves, space planning and facilities improvements
  

5. Business Continuity and Systems

• Assist with business continuity planning and readiness of facilities in case of disruption or incident.

• Use appropriate software tools, such as SharePoint or equivalent, for recordkeeping, scheduling, and reporting.

Skills and Experience

Essential

• Business continuity and workplace readiness.
• Emergency preparedness and facilities coordination.
• Proficiency in SharePoint and facilities systems.
• Accurate database, scheduling and reporting skills.

Desirable

• Prior experience in a facilities, workplace services or office coordination role.

• Knowledge of building services, maintenance planning or contractor management.

• Experience managing facilities-related procurement, maintenance contracts or supplier relationships.

• Experience of working in a technical, engineering or infrastructure-based environment.

• Experience supporting business continuity or emergency response planning.
  

Competencies and Behaviours

We are looking for someone who…

• Takes ownership of systems, processes and responsibilities.

• Maintains accurate records and applies robust documentation standards.

• Builds effective partnerships with colleagues, suppliers and stakeholders.

• Shares clear, concise information tailored to the audience.

• Identifies and proposes enhancements to processes and systems.

• Plans and delivers work to deadline, managing time effectively.

• Acts with professionalism and discretion, particularly with sensitive information.

• Ensures internal teams are well supported to operate effectively.

• Takes a proactive approach to resolving facilities issues and improving workplace services.

How Our Values Show Up in This Role

At Resonate, we look for people who take responsibility, communicate clearly and work collaboratively to improve how things are done. In this role, that means being proactive in managing facilities operations, maintaining reliable workplace services and supporting an environment that enables colleagues to do their best work.

• Customer Centred Impact: Delivers facilities services and workplace support that enable colleagues and customers to operate effectively.
• Long Term Thinking: Builds maintainable facilities processes, supplier relationships and workplace solutions that support future needs.
• Courage and Responsibility: Raises issues early, provides clear advice and remains accountable for agreed actions.
• Equality and Inclusion: Creates respectful working relationships and supports an inclusive workplace environment.
• Innovate with Purpose: Improves facilities processes, systems and ways of working where change provides clear operational or business benefit.

Benefits

Work/Life Balance

• 27 days annual leave, in addition to 8 public holidays per year
• 3 discretionary additional days used for shutdown periods (usually over the Christmas/New Year period)
• Family First – provisions and flexible working arrangements to support all colleagues in balancing their responsibilities in and out of work.

Financial

• A competitive salary and pay progression that rewards the value you bring
• Pension plan – currently with Aviva, including matched contributions from 5-8% via salary sacrifice, and access to independent financial advice
• Income protection cover– currently insured for 50% of salary and 10% joint pension contribution in the event of incapacity through illness or injury
• Life assurance cover – currently insured at 6 x annual salary, providing financial peace of mind for those left behind should the unthinkable happen
• Discounted retail vouchers – via two benefits platforms

Wellbeing

• Private health care cover – currently with Bupa, covering you and your immediate dependents on a medical history disregarded basis
• Company sick leave and pay – enhanced provision subject to qualify period of service
• Employee Assistance Programme providing 24/7/365 access to independent and confidential support via an app, web, or helpline to support you with any life challenges