Facilities Manager in City of London

Facilities Manager

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London based role, with scope for sites in Dublin and Manchester

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ABOUT HUCKLETREE

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We were founded in 2014 with a vision to build workspaces that help the world’s most innovative companies thrive - from rapidly expanding scale-ups to established global businesses. Since opening our first workspace in Clerkenwell, London Huckletree has scaled into a provider with a footprint close to 300,000 square feet across 9 locations; with over 4,000 members calling our spaces home.

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But we are so much more than just a workspace; we are an ecosystem. Joining Huckletree means joining a network of people who can help you and your business to thrive. Here, networking is more than a chance encounter at the coffee machine, we can help to connect you to our network of member businesses, entrepreneurs, venture partners and ambassadors.

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WHERE YOU COME IN:

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We’re looking for an experienced and proactive Facilities Manager to take ownership of facilities

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management across our eight co-working locations. You’ll be responsible for ensuring our spaces are safe, compliant, well maintained and operating to a consistently high standard, with ownership of Health & Safety, statutory compliance, PPM, reactive maintenance, supplier performance and facilities expenditure. Working closely with our site teams, landlords and suppliers, you’ll take a proactive approach to identifying and resolving issues while continually improving the performance and quality of our buildings.

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KEY AREAS OF FOCUS:

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Health, Safety & Compliance:

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• Take ownership of Health & Safety and statutory compliance across the portfolio, keeping up to

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• date with relevant legislation and regulatory requirements

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• Manage compliance schedules, ensuring inspections, servicing, risk assessments and certifications

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• are completed within required timescales.

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• Own and track actions arising from audits, inspections and risk assessments through to

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• completion.

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• Carry out regular site inspections and audits to ensure consistent H&S and facilities standards.

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• Ensure contractors meet our H&S requirements, including RAMS, permits and safe working

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• practices.

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• Identify and escalate areas of risk, implementing appropriate actions to maintain compliance

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• across the portfolio.

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Planned Preventative Maintenance (PPM):

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• Lead and manage the PPM programme across all eight locations, ensuring planned works are

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• completed on schedule and to the required standard.

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• Oversee reactive maintenance, ensuring issues are appropriately prioritised and resolved within

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• agreed timescales.

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• Review service reports and ensure remedial actions are progressed through to completion.

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• Maintain accurate servicing, compliance, maintenance and asset records across the portfolio.

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• Proactively identify maintenance requirements and recurring issues to reduce reactive call-outs.

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Facilities & Site Management:

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• Coordinate reactive maintenance across the portfolio, prioritising issues based on urgency,

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• member impact and business risk.

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• Act as the main point of escalation for site teams on facilities-related issues.

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• Work closely with operational teams to ensure facilities standards support a high-quality member

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• and workplace experience.

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• Manage complex building issues through to resolution, coordinating contractors, internal teams

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• and other stakeholders as required.

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• Liaise with landlords and managing agents on building-related matters, ensuring landlord

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• responsibilities are appropriately managed and progressed.

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Budget & Commercial Management:

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• Monitor, review and report on monthly facilities expenditure, ensuring spend remains on track

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• against the agreed budget.

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• Support annual facilities budget setting, forecasting and ongoing cost management.

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• Identify opportunities for cost savings and efficiencies while maintaining operational and service

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• standards.

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• Review and challenge supplier quotations, scopes and additional works to ensure value for money.

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• Provide regular reporting on facilities performance, expenditure, risks and upcoming

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• requirements.

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Projects & Improvements:

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• Lead the delivery of small CAPEX, refurbishment and improvement projects across the portfolio

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• from scope through to completion.

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• Develop scopes of work, obtain and review quotations and coordinate contractors.

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• Manage project budgets, programmes, quality and Health & Safety requirements.

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• Support the Head of Projects & Facilities with larger CAPEX and strategic projects.

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• Identify future CAPEX and asset replacement requirements through site inspections, maintenance

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• trends and asset lifecycle planning.

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Operational Improvement:

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• Develop and maintain facilities policies, processes and SOPs to ensure consistent standards across

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• all locations.

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• Use maintenance, compliance and supplier data to identify trends and areas for improvement.

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• Support new site openings, mobilisations and site exits from a facilities and compliance

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• perspective.

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• Drive continuous improvement across building performance, sustainability, operational efficiency

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• and member experience.

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WHAT WE'RE LOOKING FOR:

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• Strong experience within Facilities Management, Property Management or a similar multi-site

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• operational environment. We are flexible on the industry/sector that you have done this in.

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• Good working knowledge of UK Health & Safety legislation, statutory compliance and building

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• maintenance.

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• Experience managing PPM and reactive maintenance across multiple locations.

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• Strong supplier, contractor and stakeholder management experience.

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• Commercially aware with experience managing facilities budgets and controlling expenditure.

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• Highly organised with strong attention to detail and the ability to manage multiple priorities.

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• Proactive and solutions-focused, with the confidence to take ownership and make decisions.

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• Comfortable working with site teams, senior stakeholders, landlords, managing agents and

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• suppliers.

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• Experience within co-working, flexible workspace, hospitality or commercial property would be

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• advantageous.

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• IOSH, NEBOSH, IWFM or similar Facilities Management/Health & Safety qualifications would be

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• beneficial.

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