Work.Life is a flex workspace provider for businesses who care about people.
We believe that happy teams deliver measurable benefits for businesses. That’s why everything we do, from workspace design to delivering a best-in-class personal service, is designed to create happy working environments. We have shared workspaces across London, Reading and Manchester; with 7,000+ members; and an amazing team of nearly 70 work.lifers who share our ambition to redefine the workspace experience for the better.
Your Role
As our Facilities Manager, you’ll play a crucial role in ensuring an exceptional member experience by partnering closely with our Membership Managers. Together, you’ll uphold the highest standards of service, ensuring our spaces remain safe, inspiring, and seamlessly functional.
The Work.Life experience is built around service, community & simplicity, to create happier work experiences. Our workspaces empower productivity and collaboration, and you’ll be instrumental in maintaining these standards daily. Through coaching and collaboration, you’ll support Membership Managers in delivering an outstanding experience at every touchpoint.
You’ll provide guidance on maintaining our buildings, people, and equipment to ensure compliance, safety, and a consistently high-quality environment for our members.
You’ll manage and coach a team of two brilliant Facilities Coordinators, ensuring they are supported, developed, and equipped to maintain operational excellence across our spaces.
Your leadership of this team will be key in driving efficiency, fostering a proactive approach to facilities management, and creating a collaborative environment.
You’ll oversee both proactive and reactive facilities management, ensuring swift long term issue resolution and reducing recurring issues while driving long-term improvements.
You’ll manage key supplier relationships, balancing operational costs with strategic investments that enhance our spaces.
As part of our commitment to sustainability, you’ll also contribute to ensuring our buildings operate efficiently and in alignment with our environmental goals.
This is an exciting opportunity to be part of a growing, dynamic organisation where your leadership & partnership - and the development of your Facilities Coordinators - will make a tangible impact on our member experience and workspace standards.
Your day-to-day looks like:
Facilities Operations & Maintenance
1. Conduct regular space audits, liaising with Membership Managers to address Facilities issues, including electrical, mechanical, and ongoing repairs.
2. Ensure the delivery of Facilities Management services to a high standard, continuously identifying opportunities to improve space operations.
3. Coach and develop our team of two Facilities Coordinators.
4. Conduct compliance audits, identifying gaps and implementing corrective actions to maintain high operational and safety standards.
5. Manage the Facilities Helpdesk, prioritising and improving associated systems such as Infraspeak.
6. Lead the onboarding and refresher training for all employees, ensuring compliance with fire, health & safety and other compliance regulations.
7. Oversee on/off-site storage requirements and ensure efficient use of space.
8. Manage the safety management system for contractors, including inductions, permits to work, and compliance requirements.
9. Schedule and oversee Planned Preventative Maintenance (PPM) across the estate to reduce reactive repairs and maintain service quality.
10. Manage third-party service providers across cleaning, security and maintenance, ensuring delivery against agreed SLAs.
11. Identify recurring pain points and prioritise long term fixes.
Supplier and Budget Management
1. Lead contractor activities, including quotations, work approvals & service quality reviews.
2. Build and maintain strong supplier relationships through regular engagement and performance reviews, ensuring accountability and continuous improvement.
3. Support tender processes to drive cost-efficiency while maintaining high service standards.
4. Oversee the mobilisation of new sites and refurbishment projects, ensuring efficiency in planning, execution, and cost control.
Sustainability
1. Drive energy management initiatives & environmental sustainability, including reporting & monitoring utilities.
2. Drive our sustainability agenda through a proactive facilities approach, implementing green initiatives & working towards measurable environmental goals.
3. Attend sustainability training as part of onboarding, & join Power.Hours & online learning.
4. Support Work.Life’s sustainability strategy, contributing at both team & company levels.
5. Use charity hours to support a cause of your choice.
6. Engage in fundraising activities, assisting with events and initiatives.
Skills, Traits & Competencies
1. You're solution-focused, balancing efficiency and pragmatism in problem-solving.
2. A brilliant communicator - with colleagues, contractors, suppliers & stakeholders.
3. Hands-on and proactive, while knowing when to delegate effectively.
4. An independent decision-maker, confident in taking ownership and accountability.
5. An advocate for continuous improvements, optimising systems and processes.
6. You're commercially minded, ensuring smart budget management & operational efficiency.
7. Skilled in facilities operations & project management, with confidence in handling budgets.
8. Calm under pressure, maintaining professionalism in challenging situations.
Experience Requirements
Essential:
1. Extensive hands-on facilities management experience, preferably in a growth business.
2. Strong knowledge of legal and environmental legislation relating to buildings and facilities.
3. Proven track record in contract and tender management.
4. Demonstrated success managing impeccable standards in customer-facing environments.
Desirable:
1. A Relevant degree or related qualification in Facilities Management.
2. A qualification in health & safety (NEBOSH/IOSH).
3. Experience in negotiating & procuring service contracts.
How You’ll Measure Success
Your role is part of the Operations team, and success is measured across the following KPIs, which contribute directly to your team achieving the overall department’s performance goals.
KPIs
1. Overall Ticket SLA Achievement
2. Internal Facilities Feedback Score
3. Compliance Audits (e.g., Fire, H&S) Pass Mark
4. Space Audit Score
5. NPS Score
Our Values
Own It
We’re a small team, with ambitious goals, and our success depends on each of us stepping up to the challenge.
It’s Personal
Human connection is at the heart of what we do and why we do it. Everybody comes with their own story.
Don’t Stop at Good
Our goal is to be better than we were yesterday, knowing that’s not as great as we’ll be tomorrow.
Team 1st
We win by being greater than the sum of our parts. No egos here.
Salary & Benefits
£40,000 - £50,000 a year
We know that your salary is an important number. We believe we pay fairly and competitively in a big market, in exchange for giving our team an incredible Work.Life.
Currently, we benchmark salaries via our partnership with HR Datahub - you can find out more, here: https://www.hrdatahub.com/products/pay-tracker-live
We also have a brilliant range of benefits:
* New Bonus Scheme (5 - 15% of salary)
* 25 days holiday + 1 extra day for every year at Work.Life
* £25 'Team Joy' allowance each month to be spent together with your team
* £75 Wellbeing allowance every month towards your mental, physical & emotional wellbeing
* Cycle to Work Scheme and E-bike Subscription
* Free coaching and therapy sessions with More Happi and Self Space
* 4 giving back days a year to support a charity of your choice
* Quarterly team socials and a yearly weekend away
* Workplace nursery scheme - via salary sacrifice. For working parents, this is an incredible save!
* Family friendly policies, with enhanced parental leave
* Pension scheme
* Oh, and an extra 'Work.life' day off for the whole company over the winter break!
The Hiring Manager for this role is Ana Bernardo; Head of Operations.
You'll meet us first via a short virtual zoom interview with our Head of People, Laura Morton.
We'll then progress candidates to two face to face stages:
1. In person with Laura Morton, Head of People and one of our Membership Managers.
The partnership here with the Managers who run our gorgeous workspaces is key to us - so this stage will give you the opportunity to visit a space, understand what we're about, and discuss your experience in detail.
You'll also be able to meet one of your new team, and have chance to ask plenty of questions!
2. In person with Ana Bernardo, Head of Operations and Paul Dutnall, COO.
At this stage, we'll focus on some of the core deliverables of the role, and there'll be a presentation stage. We'll be interested in your approach to managing your remit and your team, and in your observations having visited our spaces.
We'd love you to get to know as many of our team as possible while you interview with us - if there's anyone you especially would like to meet, just ask!
We'd love the successful candidate to join us as soon as they are able; but we're happy to wait for the right person. Ideally this hire completes our team in March 2025.
At Work.Life, we’re committed to providing an inclusive environment for our team and our members, as we believe that diversity fuels a more innovative, creative, and caring culture. Creating equal opportunities matters to us.
Everyone who applies to Work.Life will be considered for employment without attention to race, age, ethnicity, religion, sexual orientation, gender, family or parental status, or disability status.
We’re excited to hear from you.
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