The Workspace Facilities Manager is responsible for the day-to-day coordination and delivery of facilities operations across a leased property portfolio. The role ensures safe, compliant, and efficient workspace environments through effective contractor management, hands-on maintenance support, and strong collaboration with internal teams, suppliers, and customers.
Key Responsibilities
Facilities Operations & Maintenance
* Direct and oversee maintenance programs to ensure workspace condition and presentation meet operational and quality standards.
* Diagnose and carry out hands-on repairs of routine maintenance issues, demonstrating strong problem-solving and self-delivery capability within occupied spaces.
* Travel between assigned sites to monitor performance, respond to issues, and ensure timely completion of work orders and customer requests.
Contractor, Vendor & Work Order Management
* Manage contractors and suppliers across multiple sites, ensuring works are properly scheduled, delivered, and signed off in person.
* Supervise vendor performance to ensure compliance with contractual, service, and quality standards.
* Support vendor selection, tendering, and negotiation of service agreements.
* Act as the primary contact for Facilities Management providers, cleaning vendors, and handyman services, ensuring daily task completion and progress against plans.
* Maintain accurate records in ticketing systems (e.g. Freshdesk, Elogbooks) and ensure timely job closure and follow-up of outstanding issues.
Facilities Coordination & Communication
* Coordinate all facilities-related activities across the portfolio, including sourcing quotes, managing contractors, and driving issue resolution.
* First line of approval for all cleaning and maintenance related invoices.
* Communicate planned works effectively to internal teams to minimize disruption to business operations (e.g., maintenance works, supplier access, noise, inspections).
* Liaise closely with the Senior Workspace Manager to schedule and manage potentially disruptive activities.
Health, Safety & Compliance
* Serve as the primary point of contact for Property Risk Inspections (General and Fire).
* Support the development and implementation of Environment, Health & Safety (EHS) and Emergency Preparedness plans.
* Conduct biannual Health & Safety audits in collaboration with external consultants.
* Perform Risk Assessment (RA) reviews every six months where required.
* Ensure all compliance documentation is complete, current, and properly maintained.
Site Inspections & Quality Assurance
* Conduct regular site inspections, including quarterly Health Check audits.
* Identify non-compliance issues and coordinate corrective action plans with contractors and internal teams.
* Ensure consistent adherence to operational, safety, and quality standards across all properties.
Systems & Documentation
* Oversee facilities management systems (e.g., Freshdesk, Elogbooks, Safety Culture App), ensuring accuracy, compliance, and effective usage.
* Maintain and organize all facilities documentation on shared systems, including up-to-date Operations & Maintenance (O&M) manuals for each building.
Budget & Strategic Support
* Support the Senior Workspace Manager in managing Facilities Management operating budgets (OPEX).
* Identify opportunities to improve efficiencies, reduce costs, and enhance service delivery.
* Contribute to long-term facilities and workspace strategy planning.
Energy & Sustainability
* Act as the first point of contact for energy consumption reporting and related queries.
* Support initiatives to improve sustainability and reduce environmental impact across the portfolio.
Training & Team Support
* Deliver and coordinate safety-related training for Workspace teams in collaboration with Senior Workspace Managers.
* Ensure internal teams are informed and aligned on facilities processes, standards, and planned activities.
Qualifications (preferred but not essential)
* Certification from IOSH (e.g. Managing Safely)
* Experience working within multi-site or leased property portfolios
* Proficiency in CAFM / helpdesk systems (e.g. Freshdesk, Elogbooks, SafetyCulture or similar platforms)
* Working knowledge of UK statutory compliance requirements (fire safety, asbestos, water hygiene, electrical testing)
* Familiarity with building systems including HVAC, BMS, electrical, and mechanical services
* Experience managing small projects such as office fit-outs, refurbishments, or workspace moves
* Understanding of contractor procurement, tendering processes, and service level agreements (SLAs)
* Budget tracking or cost control experience within facilities or operations (OPEX exposure)
* Strong stakeholder engagement skills, with experience working in fast-paced, customer-facing environments
* Awareness of sustainability practices, energy management, and ESG initiatives
* Additional certifications such as First Aid at Work or Fire Marshal training
* Basic data analysis and reporting skills (e.g. tracking KPIs, energy usage, maintenance trends)