Facilities Office Manager

About us

Wentworth Club is one of the world’s finest private members Golf and Country Clubs, famous for its outstanding three Championship golf courses, in addition to a luxury Tennis & Health Club. The Club is surrounded and entwined within the Wentworth Estate, one of the most prestigious private estates in the London suburbs where many of the world’s premier golfers have their home.

To organise and manage the day-to-day administration of the Facilities, Health, Safety & Security departments at Wentworth Club Ltd and any owned properties. Managing the effective and efficient passing of information between departments, ensuring that you are up to speed with the works in progress at all times, and are able to manage the necessary paperwork without delay. To work closely with the Club Operations Manager.

Key Accountabilities

• To ensure all purchase orders are accurately completed, with the right finance codes for Facilities, Health, Safety and Security. These should be transferred to the Finance department on daily basis.
• To track all purchase orders for department and report weekly spend against budget to the Club Operations Manager.
• To ensure that all deliveries are accounted for on a daily basis and all delivery notes are tracked.
• Manage Facilities Helpdesk, ensuring all faults are logged and delegated to relevant Engineer for completion in a timely manner.
• Review Engineer’s tasks and track key data, to provide the Club Operations Manager with accurate reports on engineer/department productivity.
• To organise various contractors to attend the Club to quote for certain works and collect the necessary quotes ready for approval.
• To ensure all contractors working for Wentworth Club, hold the relevant insurance policies RAMS and keep up-to-date copies of these on file.
• To ensure that all CAPEX paperwork is completed correctly and in line with the company procedures. Present for signatory to the Finance Director and ensure all documents are copied and filed in the correct place within the Facilities department.
• To review our supply chain and service contracts on a regular basis and find new companies where needed ready for approval by the Facilities Manager.
• To ensure that all statutory inspections and maintenance is kept up to date and report any failures to the Club Operations Manager.
• Ensure all legal documentation is accurately filed and up-to-date.
• To organise internal & external meetings, attending to take minutes where necessary.
• To manage the monthly PPM schedule, ensuring that contractors are booked in for their visits and that this is reported to the Club Operations Manager.
• To manage the departments uniform and order new work-wear when necessary in line with the relevant budget.
• To prepare all duty rosters for the Engineers to cover the business needs and complete weekly timesheets.
• General administration support for the Club Operations Manager.
• General office duties including efficient call answering of office telephone, daily internal/external post collection, manage department’s stationery

• Ideally has previous experience in managing a facilities team.
• Must be organised, able to multi-take and manage competing priorities while maintaining a professional and courteous demeanour wit