01 / MANAGE
Outsourced Facilities
Management.
We become your facilities team — with professional oversight of maintenance, contractors, assets and reporting.
For organisations that need experienced facilities management without employing a full-time in-house facilities manager. Engage us for an agreed ongoing scope or to support your existing team where capacity is stretched.
ILLUSTRATIVE PHOTOGRAPHYOur responsibility.Smart Facilities
FACILITIES OVERSIGHT
One accountable facilities management partner.
Maintenance requests, servicing dates, quotes and contractor updates should sit within one management process. Smart Facilities brings these activities together so that outstanding work has a clear owner and your leadership team can see what needs attention.
We establish responsibilities, reporting and approval limits with you before work begins. Your existing suppliers can remain where appropriate, while our role provides consistent coordination and follow-up. The agreement defines site attendance, emergency coordination and the facilities functions included.
HOW WE CAN HELP
What our outsourced facilities management can include.
Planned and reactive maintenance
Coordinate scheduled servicing and incoming maintenance requests, with priorities and response arrangements agreed for your sites.
- Work orders, service schedules and defect tracking
- Contractor attendance and completed-work follow-up
- Scheduled site inspections and agreed emergency coordination
Contractor and service management
Bring structure to supplier engagement, quotations, instructions and performance reviews, using your agreed approval process.
- Contractor scopes and procurement coordination
- Performance and service-record follow-up
- Landlord, tenant and soft-service coordination where included
Compliance records and asset oversight
Track servicing activities, available certificates and outstanding actions while maintaining a clearer view of asset condition and replacement priorities.
- Inspection and servicing schedules
- Specialist provider and certification-record coordination
- Asset lifecycle recommendations and CapEx forecasting
Expenditure visibility and reporting
Give decision-makers a usable management view of activity, spending, emerging risks and upcoming work.
- Facilities expenditure advice and budget tracking
- Monthly executive reporting and client dashboard access
- Prioritised recommendations and forward works visibility
A PRACTICAL MANAGEMENT FRAMEWORK
A coordinated programme. A clear management view.
You receive one accountable facilities management partner, a coordinated maintenance programme and reporting on the condition, risks and priorities of your property. The level of involvement is defined around your facilities and internal capacity.
Establish the brief
Review the sites, available records, suppliers and current priorities. Agree responsibilities and approval pathways.
Coordinate the activity
Manage agreed requests, planned servicing, contractor follow-up and records through a consistent process.
Review and plan ahead
Report on outstanding actions, expenditure and asset priorities so that decisions support the next stage of work.
YOUR QUESTIONS
Clear answers.
A clear starting point.
What does outsourced facilities management include?
The scope can include planned and reactive maintenance coordination, contractor management, service schedules, asset oversight, compliance records and management reporting. Your proposal identifies the activities, attendance and reporting included.
Can we retain our existing contractors?
Yes, where appropriate. We review the current arrangements against your requirements and agree how contractors are instructed, monitored and paid. Changes are discussed with you.
Can you support our existing facilities team?
Yes. Support can cover gaps in capacity, a defined group of sites or specific facilities responsibilities. Your internal team’s role and our responsibilities are agreed together.
How much does outsourced facilities management cost?
Fees depend on the number and complexity of sites, asset information, attendance, maintenance workload, reporting and responsibilities. We scope the work before proposing an ongoing management agreement or other suitable engagement.
Do you carry out the maintenance and certification yourselves?
Our role is facilities management and coordination. Appropriately qualified trades and specialist providers carry out the relevant works, inspections, testing and certification. We coordinate those activities where included in scope.
TALK TO SMART FACILITIES
Give facilities management a clear owner.
Tell us about your sites, suppliers and current maintenance arrangements. We’ll discuss the responsibilities you need help managing.
