Facilities Manager
London based role, with scope for sites in Dublin and Manchester
ABOUT HUCKLETREE
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.
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.
WHERE YOU COME IN:
We’re looking for an experienced and proactive Facilities Manager to take ownership of facilities
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.
KEY AREAS OF FOCUS:
Health, Safety & Compliance:
- Take ownership of Health & Safety and statutory compliance across the portfolio, keeping up to
- date with relevant legislation and regulatory requirements
- Manage compliance schedules, ensuring inspections, servicing, risk assessments and certifications
- are completed within required timescales.
- Own and track actions arising from audits, inspections and risk assessments through to
- completion.
- Carry out regular site inspections and audits to ensure consistent H&S and facilities standards.
- Ensure contractors meet our H&S requirements, including RAMS, permits and safe working
- practices.
- Identify and escalate areas of risk, implementing appropriate actions to maintain compliance
- across the portfolio.
Planned Preventative Maintenance (PPM):
- Lead and manage the PPM programme across all eight locations, ensuring planned works are
- completed on schedule and to the required standard.
- Oversee reactive maintenance, ensuring issues are appropriately prioritised and resolved within
- agreed timescales.
- Review service reports and ensure remedial actions are progressed through to completion.
- Maintain accurate servicing, compliance, maintenance and asset records across the portfolio.
- Proactively identify maintenance requirements and recurring issues to reduce reactive call-outs.
Facilities & Site Management:
- Coordinate reactive maintenance across the portfolio, prioritising issues based on urgency,
- member impact and business risk.
- Act as the main point of escalation for site teams on facilities-related issues.
- Work closely with operational teams to ensure facilities standards support a high-quality member
- and workplace experience.
- Manage complex building issues through to resolution, coordinating contractors, internal teams
- and other stakeholders as required.
- Liaise with landlords and managing agents on building-related matters, ensuring landlord
- responsibilities are appropriately managed and progressed.
Budget & Commercial Management:
- Monitor, review and report on monthly facilities expenditure, ensuring spend remains on track
- against the agreed budget.
- Support annual facilities budget setting, forecasting and ongoing cost management.
- Identify opportunities for cost savings and efficiencies while maintaining operational and service
- standards.
- Review and challenge supplier quotations, scopes and additional works to ensure value for money.
- Provide regular reporting on facilities performance, expenditure, risks and upcoming
- requirements.
Projects & Improvements:
- Lead the delivery of small CAPEX, refurbishment and improvement projects across the portfolio
- from scope through to completion.
- Develop scopes of work, obtain and review quotations and coordinate contractors.
- Manage project budgets, programmes, quality and Health & Safety requirements.
- Support the Head of Projects & Facilities with larger CAPEX and strategic projects.
- Identify future CAPEX and asset replacement requirements through site inspections, maintenance
- trends and asset lifecycle planning.
Operational Improvement:
- Develop and maintain facilities policies, processes and SOPs to ensure consistent standards across
- all locations.
- Use maintenance, compliance and supplier data to identify trends and areas for improvement.
- Support new site openings, mobilisations and site exits from a facilities and compliance
- perspective.
- Drive continuous improvement across building performance, sustainability, operational efficiency
- and member experience.
WHAT WE'RE LOOKING FOR:
- Strong experience within Facilities Management, Property Management or a similar multi-site
- operational environment. We are flexible on the industry/sector that you have done this in.
- Good working knowledge of UK Health & Safety legislation, statutory compliance and building
- maintenance.
- Experience managing PPM and reactive maintenance across multiple locations.
- Strong supplier, contractor and stakeholder management experience.
- Commercially aware with experience managing facilities budgets and controlling expenditure.
- Highly organised with strong attention to detail and the ability to manage multiple priorities.
- Proactive and solutions-focused, with the confidence to take ownership and make decisions.
- Comfortable working with site teams, senior stakeholders, landlords, managing agents and
- suppliers.
- Experience within co-working, flexible workspace, hospitality or commercial property would be
- advantageous.
- IOSH, NEBOSH, IWFM or similar Facilities Management/Health & Safety qualifications would be
- beneficial.
