Project Manager

The Project Manager delivers projects that develop and enhance the Royal Society’s premises and workplace. The projects will be varied and include life cycle asset replacement, refurbishment work, office moves, and packaged Mechanical, Electrical Public health services and Fire protection systems (MEPh), Fabric and Fire Safety works. The Royal Society occupies leased premises in a Grade 1 listed building and the projects are to be delivered to a high standard.

The Project Manager ensures that projects are procured and delivered to comply with the lease, Listed Building Consent, specifications and design standards, CDM, Fire safety and environmental regulations, and in line with the Royal Society’s procurement policy. The post holder will be responsible for developing business cases and briefs, procuring and managing consultants and professional services (e.g. Architect, Conservationists, Engineering, Quantity Surveyor and relevant appointments). The Project Manager will be on the tender panel for the appointment of  Principal Contractors and oversee delivery of projects through to completion and handover.

The Royal Society premises operate 24/7 and the role holder will need to plan and communicate effectively with multiple stakeholders to coordinate work safely and with minimum disruption. The Project Manager is accountable for managing resources to achieve project objectives whilst managing project risks.   

The post holder will be subject to Disclosure and Barring Service (DBS) checks.

Please note that we are unable to offer sponsorship for this role.

Reports to: Head of Facilities

Line manages: None

Pay band: E

Salary: £45,500 pa

Contract type: Full-time, permanent

Hours: 35 hours per week (the occasional evening and weekends work)

Location: Carlton House Terrace, London, SW1Y 5AG
Closing date for applications: Midnight 3 September 2025

Interviews will be held: 17 September 2025

Project management

1. Manage the project in terms of time, cost and quality according to the RIBA Plan of Work or similar standard framework.
2. Manage assigned projects including capital and small works and business improvement projects.
3. Manage own time and priorities across multiple projects and coordinate with all relevant stakeholders to coordinate works and facilities services in a busy 24/7 building.
4. Manage the project from start to finish using the usual project management disciplines:
   1. Meet with the client team to agree scope of works and draft the business case or brief for the project.
   2. Plan resource and develop project programme for delivery (RIBA 1-7) and identify requirements for external consultants. Obtain costs for budget approval.
   3. Manage project budgets and oversee the application of value for money proposals.
   4. Appoint a design team and manage the design and statutory requirements for quality assurance and risk management is established and managed throughout the project.
   5. Review and select a procurement route that complies with Royal Society procurement policy. This may require purchasing consultants’ services to advise on tender routes or to manage tenders for the client.
   6. Manage client direct appointments (using the Society’s T&Cs) or coordinate with the appointed contract administrator (e.g. JCT, NEC contracts) to review estimated costs, and to instruct quotations and tasks. Manage the change process ensuring that key decisions are signed off.
   7. Manage the supply chain including financial administration. Monitor works by carrying out H&S checks and holding regular meetings with suppliers. Constructively and proactively manage and resolve under performance issues.
   8. Manage and communicate projects sensitively, taking account of the operation of the building and listing. Identify all stakeholders and end users and provide regular progress updates and key messaging to ensure H&S safety on site.
   9. Manage handover and acceptance ensuring that all equipment is commissioned, and all records and information are issued, retained and handed over to the Facilities Managers. Oversee the updating of asset information and operational procedures, including Operations & Mantenance, record drawings and warranties. Manage any snagging and project close out at the end of the retention period.
   10. Manage the project evaluation. Complete post project evaluation and facilitate lessons learned meetings to feed into future project planning.
5. Carry out any other duties as required by the Head of Facilities and to support the Facilities Managers and provide operational management support for the Facilities as required.

Technical services

1. Advise on pragmatic and practical solutions to the client and work with professionals and consultants to develop briefs and designs.
2. Support the Head of Facilities with development of the asset management plan, working with consultants and professionals to update the MEPh and Fabric life cycle plans to programme capital works.
3. Contribute to continuous improvement of Facilities project management and Facilities operational procedures, and input into the development of design standards.

Financial and administration management

1. Administration and monitoring of Facilities projects expenditure. Raise purchase orders and receive invoices. Act as the primary point of contact for suppliers and the Finance team on financial matters for the projects. Administer payment applications and value for money proposals.
2. Contribute to quarterly and annual forecasting and budgeting, prepare financial information, as requested by the Head of Facilities.
3. Prepare and monitor the project programme, risk register, budget and communications plan. Schedule and attend meetings and maintain project records.
4. Prepare monthly progress reports for the Head of Facilities.
5. Administer tender processes, consulting with the Procurement Manger and Finance team. Writing tender documentation, liaising with suppliers, and documenting the tender process for internal approval.  

Health, Safety and Environmental management

1. Ensure projects are delivered safely. Expect excellent KPI performance of contractors and maintain compliance with the Society’s Safe Systems of Works procedures.
2. Ensure project compliance with all relevant legislation and ensure the appointments are made under the Construction (Design and Management) and Building regulations. Identify risks and escalate concerns to the Facilities Managers and Head of Facilities.
3. Manage licence for alteration and listed building consent requirements, and insurance as required to ensure that consents are obtained on time, and that the appropriate methods of construction are used so that the aesthetic of the building is not compromised.
4. Assess projects and be creative in planning, so that the project delivery supports the Royal Society’s environmental sustainability ambitions, minimising the environmental impact of the project and ensuring energy efficient solutions are prioritised.

Knowledge

Essential                                                                                                 

• A minimum of three years’ project management experience in an Estate/Facilities Management function delivering works projects in heritage/listed building.
• Proven experience of managing allocated resources and budgets efficiently and able to monitor and control cost, risk and quality throughout the project stages.
• A good understanding of the client project manager role and experience of delivering projects from RIBA 0-7. Project scopes can include any of the following – consultancy services, construction, MEPh works, fabric works, refurbishment works, purchasing equipment and furniture, move management. (Range of project budgets £25K plus).   
• Experience of managing and partnering with supply chain (consultants and contractors) efficiently, resolving issues, and minimising disputes.
• Experience of tendering services and works. Experience of writing tender documents, and evaluating tenders, and tender recommendations.
• Knowledge of contracts including standard form documents. E.g. JCT, NEC
• Good knowledge of H&S and environmental legislation. Working knowledge of the regulatory framework for construction and maintenance works including, but not limited to, managing to requirements in CDM regulations and fire safety legislation.
• Good understanding of architectural drawings and M&E schematics.
• Proven space planning abilities.

Desirable

• H&S qualification. E.g. IOSH or NEBOSH.
• Membership (or working towards) a built environment professional body. E.g. CIOB, CIBSE, RICS, IMechE, etc.

Skills

Essential

• Strong administrative and time management skills.
• Working knowledge of Facilities Management and construction activity in the workplace.                                                                                 
• Excellent communication (oral and written) and interpersonal skills and able to influence and keep projects on track.
• Excellent organisational skills.
• Excellent IT skills – use of Microsoft apps – excel, word, PowerPoint, project etc.
• Excellent attention to detail.

Desirable

• Project management qualification. E.g.Prince 2, APM, or construction project management qualification.
• Proficient in use of AutoCAD and familiarity with CAFM systems and knowledge of BIM.