Assistant Facilities Manager in London

As our Assistant Facilities Manager you’ll play a vital role within the facilities team, supporting the wider community team in maintaining the optimal functioning of our hubs for both members and teams. Working closely with the Head of Facilities Management you will oversee a wide range of reactive and proactive facilities management responsibilities, including soft and hard FM services, repairs, building improvements, and health and safety.

• Operational management: support the Head of Facilities Management in managing the Huckletree group portfolio, including regular building inspections, defect resolution, and building service problem-solving. Ensure the smooth operation of all building functions to provide a safe, comfortable, and productive environment for members and teams.
• Stakeholder engagement: participate in meetings with contractors, community teams, and cross-functional teams as required. Build strong relationships with internal stakeholders to understand their needs and address any facilities related concerns or requests.
• Emergency response: respond promptly and effectively to emergencies and urgent issues, taking appropriate actions to minimise disruption and ensure the safety and wellbeing of all occupants. Implement emergency protocols and procedures.
• Contractor coordination: liaise with contractors for planned maintenance and reactive works, ensuring timely receipt of quotes, efficient scheduling of work, and effective coordination to minimise downtime and inconvenience. Maintain positive relationships with contractors and suppliers.
• Compliance & risk management: ensure compliance with risk assessments, method statements, and work permit procedures for all activities. Maintain accurate records of compliance documentation and implement appropriate measures to mitigate risks. Conduct regular audits to identify and address potential health and safety hazards.
• Project management: assist in the management of facilities projects, including repairs, maintenance, minor and major works, and end-of lease studio restorations. Supervise and coordinate the work of contractors, ensuring quality standards are met, and projects are delivered on time and within budget.
• Quality assurance: check that agreed work has been completed satisfactorily and on time, follow up on any deficiencies, and ensure corrective actions are taken promptly. Conduct periodic inspections to ensure high site standards for cleaning, repair, and presentation are achieved and maintained by contractors at all times.
• Safety & reporting: in event of an emergency situation, ensure all safety processes have been followed, provide immediate assistance as required, and carry out thorough reporting afterwards. Maintain accurate records of incidents, inspections, maintenance activities, and service reports. Prepare regular reports on FM related metrics and KPIs.
• Financial & procurement admin: support the team in financial and procurement admin, including invoice validation, budget tracking, and follow-up with suppliers/contractors. Ensure accurate financial records are maintained, and costs are controlled within budget.
• Communication & collaboration: maintain strong internal relationships with community teams, addressing queries promptly and effectively via phone, email and slack. Collaborate with cross-functional teams.

Be In the Heart of It

• Promoting events and initiatives to members and external contacts to increase awareness and engagement
• Spreading the word about Huckletree within the local community through social media, promoting events, word of mouth, and other outreach channels
• Building and maintaining strong relationships with local business, organisations, and members to increase awareness and interest in Huckletree

• You are an expert problem solver and proactive in your approach to building maintenance and facilities management. You can’t stand seeing a scratch on a wall or a light bulb that is burnt out.
• You are hands-on and detail-oriented in your approach.
• You are naturally curious about the people around you. You are engaging, outgoing and enthusiastic.
• You have an agile mindset. With a growing business like ours, change is at the very fabric of our being and so you’ll have a willingness and desire to grow your skills where necessary.
• You are passionate about exceptional experience both for your members and your team and you are able to collaborate or work independently effectively, as required.
• You are output-driven, a team player and are able to effectively balance competing priorities.
• You are passionate about and/or have exposure to start-up culture and technology, or perhaps enjoyed an entrepreneurial background.

• Demonstrable experience in managing building facilities across a multi-site portfolio, including health and safety practise and process.
• 2-3 years experience in facilities management