Your building.
Our responsibility.
Professional facilities management for organisations that need experienced oversight without building an in-house facilities team.
Smart Facilities manages maintenance, contractors, compliance, assets, projects and reporting — giving you one accountable point of contact for all your facilities needs.
Education · Property portfolios · Workspaces and workplaces
ILLUSTRATIVE ARCHITECTUREA practical plan.Facilities working better, together.
THE PROBLEM
Running buildings shouldn’t consume your organisation.
Maintenance requests. Contractors. Compliance dates. Quotes. Repairs. Budgets. Asset failures. Projects.
Without dedicated facilities management, responsibility becomes fragmented and problems become reactive.
Smart Facilities brings it under one management framework.
HOW WE CAN HELP
Facilities management services.
One accountable partner.
Outsource your facilities management, deliver a project or assess your property, with clear reporting and visibility across the agreed scope.
Outsourced
Facilities Management
We become your facilities team.
Professional day-to-day facilities management without the need to employ an in-house facilities manager.
Smart Facilities coordinates maintenance, manages contractors, monitors servicing and compliance activities, and provides clear visibility of building condition, risks and upcoming works. We work with your existing suppliers where appropriate and bring structure, accountability and consistent oversight to your facilities.
Our services include
- Planned and reactive maintenance coordination
- Contractor engagement and performance management
- Work orders, service schedules and defect tracking
- Compliance scheduling, records and follow-up
- Asset oversight and lifecycle planning
- Scheduled site inspections and emergency coordination
- Facilities expenditure advice and CapEx forecasting
- Monthly executive reporting and client dashboard access
- Landlord, tenant and soft-service coordination where included
Projects
& Fit-outs
From concept to handover.
Smart Facilities provides independent, client-side project management for building improvements, facility upgrades, asset replacements and commercial fit-outs.
We manage the process from initial scoping and planning through procurement, contractor coordination, delivery and final handover. Acting on your behalf, we help maintain clear project objectives, financial oversight, quality expectations and accountability throughout delivery.
Our services include
- Project scoping and requirements development
- Budget preparation and contingency planning
- Contractor procurement, quotations and tender coordination
- Contractor and specialist consultant coordination
- Project scheduling and progress monitoring
- Cost, variation and risk management
- Quality inspections and defect management
- Project completion, warranties and handover documentation
Facilities Advisory
& Health Checks
Understand your facilities. Plan with confidence.
Smart Facilities provides independent assessments of building condition, maintenance practices, asset performance and facilities-related compliance risks.
Our Facilities Health Check identifies existing issues, emerging risks and opportunities for improvement, providing property owners and management teams with practical recommendations and a clearer understanding of their facility’s operational needs and future expenditure.
Our services include
- Facilities and operational reviews
- Building and asset condition observations
- Maintenance and compliance documentation reviews
- Risk identification and prioritisation
- Preventative maintenance planning
- Contractor and service arrangement reviews
- Asset lifecycle and replacement recommendations
- 12–36 month facilities and capital expenditure planning
Reporting
& Visibility
Clear information. Accountable management.
Smart Facilities uses its own facilities management system to coordinate maintenance, contractors, assets and compliance activities within your agreed service scope.
Our team manages the facilities workload and maintains the records. You receive reporting access and clear visibility of work, expenditure, risks and priorities through agreed dashboards and management reports.
What your reporting can include
- Maintenance activity — Visibility of outstanding requests, work in progress, priorities and completed works.
- Contractor and servicing updates — Information on scheduled servicing, contractor attendance, quotations and follow-up actions.
- Asset and maintenance records — Available asset information, servicing history, recurring defects and replacement priorities.
- Compliance activity — Records of scheduled inspections, servicing requirements, certification documents and outstanding actions.
- Expenditure and planning — Reporting on agreed facilities expenditure, upcoming works and future budget priorities.
- Client reporting access — Dashboards and management reports tailored to the information included in your facilities management agreement.
FACILITIES SUPPORT FOR YOUR ORGANISATION
Education. Property portfolios.
Workspaces and workplaces.
Your facilities operate around people, services and priorities that cannot simply stop. We shape the brief around the way your organisation works.
ILLUSTRATIVE PHOTOGRAPHYSMART SCHOOL FACILITIES
More focus on education.
Less facilities administration.
Smart School Facilities is the education offering within Smart Facilities. We manage maintenance, contractors, projects and facilities reporting so school leaders can focus on education.
Our approach considers school calendars, occupied campuses, asset planning and the reporting needs of leadership teams.
FROM INFORMATION TO ACTION
Bring the whole
picture into focus.
Useful facilities information should help you act. We bring asset records, maintenance priorities, contractor responsibilities and budget planning into a clearer management view.
Know what needs attention.
Understand asset condition, recurring issues and gaps in your current approach.
Plan what happens next.
Prioritise work, set responsibilities and connect maintenance needs with available budgets.
Keep actions moving.
Coordinate delivery and track progress against the agreed plan.
ONE CONNECTED VIEWClarity at every step.
Select a step to explore our management approach.
UNDERSTANDAsset condition & operational needs
Review building condition, maintenance history and day-to-day operational needs to identify issues, gaps and emerging risks.
PRIORITISEMaintenance, risk & expenditure
Turn findings into an action plan, with priorities based on risk, operational impact, available budgets and future asset needs.
COORDINATEPeople, contractors & responsibilities
Agree who is responsible, coordinate contractors and planned works, and keep the right people informed as actions move forward.
REVIEWProgress, reporting & next actions
Review completed works, outstanding actions and expenditure, then adjust the plan as your facilities and priorities change.
WORKING TOGETHER
A straightforward way
to get started.
Tell us what is getting in the way.
Discuss your sites, current challenges and the support you need.
Agree the scope.
Set the priorities, responsibilities, deliverables and engagement model.
Put the plan to work.
Begin the agreed review, project or management service, with clear communication throughout.
Our responsibility.
OPERATIONAL EXPERIENCE
Experience that comes from managing facilities — not just advising on them.
Smart Facilities is founded on real operational facilities management experience across multi-site environments, capital works, fit-outs, contractor management, compliance, maintenance, procurement, budgets and asset planning.
We bring that experience to your organisation through practical management, clear responsibilities and one accountable point of contact.
GOOD QUESTIONS
A few things
you may be wondering.
What does outsourced facilities management include?
Smart Facilities coordinates the agreed maintenance, contractors, servicing, compliance records, asset planning and reporting for your property. We agree responsibilities, priorities and reporting arrangements before the service begins.
How will we know what is happening across our facilities?
Our team uses its own facilities management system to coordinate work and maintain records. You receive reporting access and regular updates covering maintenance activity, expenditure, outstanding actions, risks and upcoming priorities. Our team manages the facilities workload, while your organisation retains visibility and oversight.
Can you work with our existing contractors?
Yes. We work with your existing suppliers where appropriate, bringing clearer schedules, responsibilities, performance monitoring and follow-up to their activities.
Can you manage a project or fit-out?
Yes. Our client-side project management can cover scoping, planning, procurement, contractor and consultant coordination, financial oversight, delivery and handover. We agree project responsibilities and any specialist inputs at the start.
What is a Facilities Health Check?
A Facilities Health Check assesses building condition observations, maintenance practices, asset performance and facilities-related compliance risks. You receive prioritised recommendations and a practical action plan, including future maintenance and capital expenditure planning.
Can you support our existing facilities team?
Yes. Support can be shaped around gaps in capacity, specialist projects or management oversight, with responsibilities agreed alongside your internal team.
How are engagements priced?
Depending on the brief, engagements can be hourly, a fixed-scope project or an ongoing retainer or management agreement. The proposal sets out the work, deliverables and fees.
Do you carry out specialist testing and certification?
Specialist testing and statutory certification are undertaken by appropriately qualified providers. Where included in the agreed scope, Smart Facilities can coordinate those providers and track the resulting actions and documentation.
LET’S START WITH A CONVERSATION
Your building.
Our responsibility.
Tell us about your buildings, your current challenges and the support you need. We’ll discuss how Smart Facilities can take responsibility for the agreed facilities management scope.
