Facilities Manager - Maintenance & Projects

Work.Life; Greater London; Hybrid; GBP 35,000 - 40,000; Full time

Benefits offered by this job

Monthly wellness package

Team joy budget

Quarterly socials

Job summary

Work.Life is a flex workspace provider focused on people. We are seeking a Facilities Manager (Maintenance & Projects) in London, hybrid with a minimum 3 days in the office.

You will own reactive maintenance, repairs, and CapEx project delivery across the portfolio, balancing cost and long-term value while building strong relationships with contractors and suppliers. You will lead Day-2 works, manage budgets and trackers, and support new-space delivery with our Project Manager.

Qualifications

• 2+ years' hands-on facilities management experience.
• Proven track record delivering CapEx, minor capex, refurbishment or fit-out projects end-to-end.
• Commercial judgement to balance cost and long-term value.

Responsibilities

• Own reactive maintenance and repairs across spaces (plumbing, electrical, HVAC).
• Manage facilities requests end to end and coordinate contractors.
• Be the main liaison between Membership Managers and external maintenance contractors.
• Make commercial decisions on repairs vs replacements.
• Conduct space audits and address issues with the team.
• Own CapEx and Day-2 projects from scoping to delivery and handover.
• Provide in-house support for new-space delivery and coordination.

Skills

Facilities management

Contractor procurement

Budget management

Project delivery

Supplier relationships

Communication under pressure

Tools

NetSuite

Job description

Location: London (Hybrid, min 3 days in Office)

IC3: Individual Contributor role level 3 (out of 5) according to our Career Development Framework.

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 8,000+ members; and an amazing team of nearly 70 Work.Lifers who share our ambition to redefine the workspace experience for the better.

Location: London (Hybrid, min 3 days in Office)

Salary: £35,000–£40,000

IC3: Individual Contributor role level 3 (out of 5) according to our Career Development Framework.

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 8,000+ members; and an amazing team of nearly 70 Work.Lifers who share our ambition to redefine the workspace experience for the better.

About the Role

As our Facilities Manager (Maintenance & Projects), you'll own the reactive maintenance, repairs and project delivery that keep our Work.Life spaces safe, functional and looking their best. Working closely with our Membership Managers, contractors and our existing Facilities Manager, you'll own reactive maintenance and repairs across the portfolio end to end, and lead the delivery of Day-2 works and CapEx projects from scoping through to handover. You'll also own storage across the portfolio. You'll be commercial in every decision, weighing cost against long-term value to make the right call between repairing and replacing, and you'll build the kind of supplier and contractor relationships that get us better pricing, faster response and higher-quality work. This role owns maintenance, repairs and project delivery. Compliance, PPMs, health & safety and soft services remain fully owned by our existing Facilities Manager, giving each of you a clear, undivided remit. You'll also provide in-house support to our ad-hoc, per-project Project Manager on new-space delivery. This is a hands-on, commercially-minded role for someone who enjoys solving problems, owns outcomes end to end, and builds strong relationships with both internal teams and suppliers.

What You’ll Be Responsible For

Facilities & Maintenance

• Own reactive maintenance and repairs across our spaces (plumbing, electrical, HVAC and general building repairs) acting as first responder/escalation point for major site issues, including out of hours.
• Manage incoming facilities requests end to end, ensuring issues are prioritised, tracked and resolved.
• Act as the key point of contact between Membership Managers and external maintenance contractors.
• Make the commercial call on every repair, weighing cost against long-term value to decide between a repair and a full replacement, and own the outcome.
• Carry out regular space audits to identify maintenance issues and opportunities for improvement, working with Membership Managers to address them.
• Monitor recurring building issues and own the balance between the longer-term fix vs the immediate repair.
• Manage the Facilities Helpdesk and its systems, ensuring Membership Managers and contractors are smoothly connected.
• Keep facilities systems, trackers and documentation accurate and up to date.

Contractors & Suppliers

• Own contractor attendance, access and works coordination across the portfolio.
• Obtain and compare quotes for repairs and minor works, and own the sourcing decision.
• Track contractor response times, outstanding jobs and service quality.
• Build and maintain strong, collaborative relationships with key suppliers and contractors, securing better pricing, faster response times and consistently higher-quality work.
• Escalate and resolve service issues where agreed standards are not being met.
• Lead supplier reviews and tender exercises where required.

Day-2 Works & CapEx Projects

• Own CapEx and Day-2 works project delivery across the portfolio (refurbishments, reconfigurations, dilapidations and minor capex) from scoping and contractor proposals through to delivery and sign-off.
• Coordinate contractors, deliveries and access for all minor and Day-2 works.
• Maintain CapEx and Day-2 project trackers, and keep stakeholders updated on progress.
• Own asset sourcing throughout the building lifecycle, from initial fit-out through to replacement and refurbishment, including furniture and equipment.
• Own storage across the portfolio.
• Track snags and defects following completed works, and own handover and defect tracking on every project.
• Partner with Real Estate and Operations colleagues on larger refurbishment or new-space projects.

New-Space Delivery Support

• Provide in-house support to our ad-hoc, per-project Project Manager on new-space delivery, keeping standards, scope and trackers consistent across every project.
• Provide redundancy for new-space delivery and reactive ops during any team leave, since we currently have none.

Budget & Administration

• Manage financial and systems administration for CapEx/Day-2 projects: PO creation and invoice processing in NetSuite.
• Own R&M and CapEx budgets, tracking and optimising supplier costs.
• Maintain accurate trackers for repairs, maintenance and minor works spend, and reconcile between project and finance budgets.
• Monitor costs against agreed budgets and flag potential overspend.
• Make informed investment decisions that balance efficiency, member experience and asset longevity.
• Maintain accurate records relating to suppliers, works and building assets.
• Own service charge review across the portfolio: check every statement against our lease terms, query discrepancies with landlords and agents, and ensure we're only ever charged correctly.

Working with our Facilities Manager

• Work closely with our existing Facilities Manager to keep reactive/Day-2 work and compliance/PPM work aligned, escalating potential safety or compliance concerns promptly.
• Support initiatives that improve building efficiency and reduce waste, and look for practical opportunities to improve how our spaces operate.

Your Skills

• 2+ years' hands‑on facilities management experience covering reactive maintenance and repairs, ideally in a scaling growth business.
• Proven record delivering CapEx, minor capex, refurbishment or fit‑out projects end-to-end, including contractor procurement and budget control.
• Commercially minded: confident weighing cost against long-term value to make the right call between repair and replacement, and skilled in delivering projects to scope, time and cost.
• Proven track record building strong, collaborative supplier and contractor relationships that improve price, quality and responsiveness — not just holding them to SLA/KPI standards.
• Comfortable reading lease terms and service charge statements, and confident querying landlords and agents where charges don't add up.
• Confident taking ownership of operational and technical decisions without hand-holding.
• Highly organised and comfortable managing multiple priorities at once.
• Practical and solution‑focused.
• Confident communicating with contractors, colleagues and suppliers, and calm under pressure.
• Strong attention to detail; comfortable working independently while knowing when to escalate.

Experience

• 2+ years' experience in facilities, property, maintenance management or a similar role.
• Experience managing contractors or external suppliers, including procurement and tender processes.
• Experience delivering CapEx, minor works or refurbishment projects end-to-end.
• Comfortable using systems (including NetSuite or similar) and trackers to manage multiple jobs, budgets and deadlines.
• Experience working across multiple locations would be helpful.
• Experience in a customer‑facing environment would be beneficial.
• Facilities, health & safety or building‑related qualifications are welcome but not essential.
• We are more interested in practical experience, commercial judgement and your ability to own outcomes end to end than in specific qualifications.

Why you’ll love Work.Life

Work happiness is our passion, and this starts with our own team. We offer a supportive working environment, plenty of training and development opportunities, competitive salary, monthly wellness package, team joy budget, quarterly socials and more, so you can work happier.

At Work.Life, we’re committed to providing an inclusive environment for our team and our members, as we believe that diversity breeds a more innovative, creative, and caring culture.We’re an equal opportunity employer. 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. Ready to join the Work.Life way? We’re excited to hear from you. Here’s our Privacy Policy – by applying for this job you accept how we will use your data.