Service 3

Embedded FM Manager

Your part-time Facilities Management director — strategic oversight, technical expertise and compliance backstop at a fraction of the cost of a full-time hire.

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The problem this solves

The FM leadership gap — and why it's costing you more than you think

Most schools and charities need exactly the same things from FM leadership: strategic planning, contractor management, compliance oversight and a reliable person to call when something goes wrong. What they don't need — and can't afford — is a full-time FM director at £50,000 to £80,000 a year, plus on-costs, pension and management time. The result is that this function simply doesn't exist. Compliance slips through the cracks. Contractors go unmanaged. The headteacher or CEO carries a burden that was never part of their job.

Without professional FM leadership

Statutory deadlines are missed. Contractors are appointed without proper vetting. Reactive callout costs pile up because nothing is planned in advance. The headteacher or operations manager spends hours on building issues that divert them from their core work — and still isn't confident the building is properly managed.

With an Embedded FM Manager

Compliance is planned, tracked and evidenced. Contractors are properly instructed, managed and signed off. Capital expenditure is forecast before it becomes a crisis. Governors and trustees receive clear, professional reports. The headteacher focuses on leadership — not leaking roofs.

Professional FM leadership at a price that finally makes sense

A full-time FM Director costs £50,000–£80,000 a year before on-costs. MMD's Embedded FM Manager delivers the same quality of strategic FM leadership on a fractional basis — starting from £7,740 a year for a small primary school. Same expertise. Same accountability. A model that fits your budget.

What is included

Everything your organisation needs from an FM director

Every Embedded FM Manager retainer covers the full scope of FM leadership — not just a list of tasks, but the strategic function your organisation has been missing.

Strategic FM oversight and annual planning

A 12-month FM plan covering your planned maintenance schedule, compliance calendar, contractor panel and capital expenditure forecast — reviewed and updated throughout the year.

Contractor and supplier management

Full procurement, vetting, instruction and sign-off for all contractors and suppliers. We manage the relationships so you don't have to — and we know how to get the right people for the right price.

Compliance backstop

We ensure every statutory obligation is tracked, planned and evidenced — electrical, fire, water hygiene, gas, asbestos and more. Nothing falls through the gaps on our watch.

Budget planning and capital expenditure forecasting

Clear budget recommendations and multi-year capital planning so governors and trustees can make informed financial decisions — and surprises are replaced with confidence.

Site manager support and professional guidance

A direct line to professional FM expertise for your site manager — technical guidance, support with specifications, help escalating issues and a qualified partner they can rely on.

Governor and board reporting

Written reports on the FM function, compliance position and capital requirements — formatted for governors, trustees or the board. We attend meetings where required.

Emergency and reactive support

Same-day response for urgent issues — a real person who knows your building, your contractors and your compliance position, available when you need them most.

Project management for capital works

For works beyond the retainer scope — refurbishments, significant repairs, new installations — we can provide full project management at the agreed day rate, separately scoped and agreed in advance.

Single site pricing

Monthly retainer — single site

Four tiers scaled to the size and complexity of your organisation. Each retainer covers the full scope described above — not hours, but outcomes.

Organisation size Typical commitment Monthly retainer Annual equivalent
Small primary school 10 hours/month £645 £7,740/year
Larger primary / small secondary 15 hours/month £895 £10,740/year
Secondary school / larger charity 20 hours/month £1,195 £14,340/year
Complex single site 25 hours/month £1,595 £19,140/year
Hours shown are a guide to typical commitment — the retainer covers the scope defined in your service schedule, not a strict hourly allowance. If your needs change, we talk about it. All prices exclude VAT.
Project and capital works £500/day Full day (more than 4 hours)
Half-day rate £275/half-day 4 hours or fewer
When does this apply? Capital works, refurbishments and significant projects that sit outside the defined retainer scope — always agreed and scoped in advance.
Multi-site and MAT pricing

Trust-wide FM management at scale

Volume rates for Multi-Academy Trusts and multi-site organisations — the more sites, the more the per-site rate reduces.

For MATs and organisations with multiple sites, MMD operates as the trust-wide FM function — consistent standards, shared contractor panels and a single point of accountability across every site. Volume rates reflect the efficiency of managing multiple sites under one relationship.

Number of sites Per site / month
2–3 sites £495 per site
4–6 sites £445 per site
7–10 sites £395 per site
10+ sites Contact for negotiated trust-wide rate
20% bundle discount Applied when combined with Compliance-as-a-Service Standard or Premium subscription
Example A — 4-school MAT
Site Rate Monthly
School 1£445/site£445
School 2£445/site£445
School 3£445/site£445
School 4£445/site£445
Total per month £1,780
Annual equivalent £21,360
Example B — 8-school MAT
Site Rate Monthly
Schools 1–8£395/site8 × £395
Total per month £3,160
Annual equivalent £37,920
How it works

From assessment to embedded delivery — four steps

Step 1

Premises Assessment

We carry out a full baseline of your building — the physical condition, compliance position and current maintenance setup. This gives us a clear, honest picture of where you are before we agree what's needed.

Step 2

FM plan

MMD produces a 12-month FM plan covering your planned maintenance schedule, compliance calendar, contractor panel and budget forecast. You review it, we refine it together, and it becomes the operating document for the year.

Step 3

Embedded delivery

Regular site presence, ongoing contractor management and compliance oversight — delivered by the same person each time. Your site manager has a qualified partner. Your building has a professional looking after it.

Step 4

Reporting

Regular written reports to your governors or trustees covering the FM function, compliance position and any capital recommendations. We attend meetings where required and make the FM function visible and accountable at board level.

The value comparison

Professional FM leadership at a price that finally makes sense

The quality of FM management your organisation needs shouldn't depend on whether you can afford a full-time member of staff.

Full-time FM hire
FM Manager salary (mid-range) £55,000/yr
On-costs, pension, NI (approx. 25%) +£13,750/yr
Range for full-time FM Director £45k–£80k+
Realistic for small school or charity? Rarely
MMD Embedded FM Manager
Small primary school £7,740/yr
Secondary school / larger charity £14,340/yr
MAT of 8 schools £37,920/yr
Vs. 1–2 full-time staff at same MAT £90k–£130k saved

The same quality of strategic FM leadership, contractor management and compliance oversight — delivered on a fractional basis that fits the budget of a single school or small charity. Professional FM expertise shouldn't be a privilege reserved for large organisations. That's what MMD exists to change.

Who is this for

Built for organisations that need FM leadership but can't justify a full-time hire

Single schools

A headteacher carrying premises responsibility alongside their core role — no dedicated FM function, no qualified FM support, and a building that needs more attention than a caretaker and a maintenance budget can provide. MMD steps in as the FM leadership function that was never there.

Growing MATs

A trust that has expanded beyond what a part-time operations manager can handle — multiple sites, growing compliance obligations, contractor relationships that need coordinating — but isn't yet at the scale that justifies a full in-house estates team. MMD provides the trust-wide FM function that bridges the gap.

Charities and community organisations

A charity managing a building with a volunteer committee and no professional FM resource — where compliance sits with whoever is willing to take it on, and maintenance decisions are made without the expertise to make them well. MMD brings professional FM leadership to organisations that have always needed it.

Common questions

What you need to know before getting started

What does a typical month look like?
Each month includes a scheduled site visit, a review of the compliance calendar, contractor coordination for any planned or reactive works, and an update to the FM plan where needed. You receive a brief written update after each visit. For issues that come up between visits, you have direct access to your MMD contact — not a call centre or a ticket system. The rhythm is steady and consistent, so nothing builds up unnoticed.
What happens for issues outside the retainer scope?
The retainer covers the FM management function — oversight, compliance, contractor management, reporting and reactive support within the defined scope. For capital works, significant refurbishments or complex projects that need dedicated project management beyond that scope, we agree additional time at the published day rate of £500 per day or £275 for a half-day. Nothing is ever done without your agreement in advance — no surprises.
How does this work for a MAT across multiple sites?
For Multi-Academy Trusts, MMD operates as the trust-wide FM function — a single point of accountability across all sites. Each site has its own FM plan and compliance calendar, coordinated centrally. Contractor panels are shared where appropriate, which often delivers better pricing and consistency of service. Reporting is produced at both site level and trust level. The CEO or COO has visibility across the whole estate, not just individual buildings. Volume rates apply from the second site.
What is the difference between Embedded FM Manager and FM Coach?
FM Coach (Service 1) builds capability in your own team — developing your site manager's skills and systems so your organisation becomes more self-sufficient over time. Embedded FM Manager (Service 3) is the FM leadership function itself — MMD acts as your part-time FM director, taking direct responsibility for outcomes. FM Coach is about growing your internal capability. Embedded FM Manager is about filling the leadership gap when that capability doesn't exist or isn't enough. Many clients start with one and move to the other, or combine both.
How quickly can we get started?
The starting point is a Premises Assessment — a full baseline of your building, compliance position and maintenance setup. We carry out a site visit and compile a comprehensive oversight on your current position, this is typically completed within two weeks of confirmation. The assessment gives us everything we need to produce your FM plan and agree the right retainer tier. Most clients are fully onboarded and operational within four weeks of first contact.
Get started

Ready to put professional FM leadership in place?

The starting point is a Premises Assessment — a clear, honest baseline of your building. The report is yours with no obligation to proceed.

Download the service guide