Facilities Manager

Position Summary

The Facilities Manager is responsible for the safe, compliant, and efficient operation of all UK facilities, including office and GxP laboratory environments. The role ensures that infrastructure, utilities, and equipment are maintained to a high standard, supporting business continuity and regulatory compliance.

This position has ownership of facilities operations, contractor management, and site health & safety systems, working closely with Quality Assurance and senior leadership to maintain inspection readiness and a strong safety and quality culture.

Essential Functions
Facilities

• Oversee the day‑to‑day operation of facilities, ensuring buildings, infrastructure, and critical systems are maintained in a compliant and operational state.
• Lead and support facility upgrades, modifications, and capital projects, ensuring delivery to scope, budget, and regulatory requirements.
• Manage external contractors and service providers, ensuring work is appropriately scoped, scheduled, and delivered in line with H&S and GxP requirements.
• Maintain oversight of facilities‑related equipment and asset lifecycle management, including servicing, calibration, and preventative maintenance programmes.
• Ensure site utilities (electricity, gas, water, air conditioning, waste systems) are maintained and compliant with relevant legislation and best practice (e.g., Legionella ACoP, PAT, fixed wire testing).
• Act as the primary point of contact for facilities‑related issues, ensuring timely resolution and clear communication to stakeholders.
• Ensure appropriate disaster recovery and business continuity plans are in place for facilities operations, supporting compliance and risk management requirements.
• Maintain accurate and audit‑ready facilities documentation, records, and contracts.

Compliance, Safety and quality

• Ensure facilities operations comply with GxP standards, UK HSE legislation, COSHH, and internal quality systems.
• Maintain inspection readiness and provide support to Quality Assurance with internal audits, external inspections, and associated quality records.
• Oversee facilities‑related SOPs, ensuring they are current, effective, and aligned with regulatory expectations.
• Ensure all facilities activities are appropriately documented, controlled, and aligned with data integrity principles.
• Escalate risks to compliance, operations, accreditation, or insurance status to senior management as required.
• Lead the development, implementation, and continuous improvement of site‑wide health & safety systems across office and laboratory environments.
• Oversee risk assessment and COSHH processes, ensuring timely completion, review, and implementation of control measures.
• Lead incident reporting and investigations, including root cause analysis and CAPA implementation.
• Conduct regular H&S inspections and audits, ensuring actions are tracked and closed within agreed timelines.
• Oversee H&S training programmes, deliver site inductions, and awareness programmes, promoting a proactive safety culture across the organisation.
• Ensure compliance with all H&S inspections and specialist risk assessments.

Leadership & Budget Management

• Drive continuous improvement initiatives to enhance safety, compliance, operational efficiency, and cost control.
• Support the management of the UK service and maintenance budget and UK capital expenditure budgets.
• Monitor spend, track forecasts, and identify cost‑saving opportunities without compromising compliance or safety.
• Manage supplier performance, contracts, and service level agreements to ensure quality and value.

Supervisory responsibilities:

• The role is a hands‑on managerial role with no direct reports.
• Provide technical guidance and support to internal teams involved in facilities and H&S activities.
• Work cross‑functionally with QA, laboratory teams, finance, and senior leadership to align facilities operations with business needs.
• Act as a key contact for external contractors, auditors, and regulatory bodies.
• Promote a culture of accountability, safety, and continuous improvement across the site.

Key Relationships:

• Technical Support Team
• R&D, GLP and GMP Laboratory Teams
• Study and Project Managers
• Quality Assurance
• Finance team
• Senior Management Team

3^rd party providers and contractors

• Regulatory bodies and external auditors

Travel requirements:

• The role is based at MedPharm’s Guildford site. Travel is not a routine requirement for the role, however occasionally there may be the need to travel to aid completion of role-specific tasks or to attend external training sessions.

Education and Experience

• 5 years+ pharmaceutical or relevant industry experience
• Science or engineering related degree preferred
• Experience with delivering training.
• Experience with proving informal team supervision.
• IOSH or NEBOSH preferred

Knowledge, Skills, and Abilities

• Strong understanding of facilities management within regulated laboratory environments
• Working knowledge of GxP, quality systems, and data integrity principles
• Sound knowledge of UK health & safety legislation and best practices
• Strong contractor and vendor management experience
• Ability to manage multiple priorities and respond effectively to operational demands
• Excellent communication skills, with the ability to engage technical and non-technical stakeholders
• Calm, approachable, and professional demeanor.
• High level of organisation, attention to detail, and commitment to compliance
• Proficient in Microsoft Office applications

Physical Demands and Work Environment

• Site-based role with responsibility for both office and laboratory environments
• May require occasional out-of-hours or weekend work to support maintenance activities or respond to incidents
• Involves regular internal and outside areas site walkdowns, inspections, and interaction with operational areas and ability to walk around these areas for extended periods is required.
• Ability to inspect equipment and infrastructure, including occasional work at height, in confined spaces and outside areas of the UK facility.
• Ability to lift or move equipment where required (within safe limits)
• Use of appropriate PPE as required
• Sufficient hearing ability to communicate with staff and contractors and to detect alarms or equipment sounds.
• Ability to respond to facility emergencies, which may require extended standing, walking, or physical activity.

Other Duties 
You may be asked to take on any other responsibilities or tasks that are within your skills and abilities whenever reasonably asked.

Limitations and Disclaimer
The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the position. The Company is committed to making reasonable adjustments to the workplace to ensure the role is accessible to all candidates, including those with disabilities. To perform the job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently.