Client Facilities and Studio Coordinator

The Client Facilities & Studio Coordinator role sits within Bow Arts’ Live & Work Space department. You will manage both the commercial and creative facilities of one of the Trust’s key sites. Royal Albert Wharf (RAW) situated in Newham’s docklands and is owned by Notting Hill Genesis (NHG) who are an important and strategic partner for the Trust.

On behalf of NHG, Bow Arts manages the commercial facilities and tenants at RAW.  This involves all day-to-day operations, including rent collection, services charge billing, maintenance contracts and client meetings. In addition, you will manage the letting and facilities of 36 creative workspaces, leased by Bow Arts, and you will be liaising with and be supported by our other service departments, in particular the Partnerships and Places dept.

Hours: 21 hours per week 3 days (part time) – 9am-5pm

Location: A mix of office-based and regular site-based work at Royal Albert Wharf in east London’s docklands.

Salary range: £26,500 – Per Annum (Pro rata)

Contract Type: Permanent

Key Responsibilities:

Coordinate day-to-day management of commercial facilities, overseeing contracting for repairs, building maintenance, cleaning, security, health & safety, and supplies.

Manage third-party vendors and contractors to ensure timely and high-quality service delivery.

Ensure compliance with health, safety, and environmental regulations through regular inspections.

Act as the primary point of contact for tenants, handling inquiries, repairs, and general concerns.

Manage the Commercial Service Charge, including preparing annual statements, quarterly billing, managing arrears, and supporting debt collection.

Assist with move-ins, relocations, refurbishments, and other operational needs.

Prepare clear financial client reports regularly, covering rents, service charges, arrears, and aged debts.

Report on facility performance, budgets, health & safety metrics, tenant satisfaction, and service issues, including repairs and upgrades.

Support the delivery of placemaking initiatives on behalf of the client.

Coordinate the licensing and management of creative workspace facilities.

Oversee the marketing of the creative workspaces.

Support the annual delivery of Open Studios.

Person Specification:

Experience in facilities management, including service charge.

Methodical with high accuracy; numerate and literate.

Excellent communication skills, both verbal and written.

Resourceful problem solver with strong initiative.

Proficient in MS Office, particularly Excel, and accounting software like Xero.

Ability to work independently and collaboratively within a team.

Experience in managing diverse client and stakeholder expectations.

Strong multitasking and prioritisation skills.

Understanding of Health and Safety in estate management.

Professional, tactful, and self-assured demeanour.

Friendly and approachable personality.

Desirable Qualifications:

• A relevant qualification in facilities management, business administration, or a related field (advantageous but not essential).
• A Health and Safety qualification (e.g., IOSH, NEBOSH) is desirable but not essential.

To apply for this role, please complete the Application Form and Equal Opportunities Monitoring form – CVs will not be accepted.  For help on the application process, please view the Recruitment Process Form. If you have any questions, access requirements, or require the application in a different format, please email recruitment@bowarts.com or phone 020 8980 7774. 

Application Closing Date: 5pm Thursday 15th May 2025
Interview Dates: 4th – 6th June 2025

If you have any questions, access requirements, or require the application in a different format, please email recruitment@bowarts.com or phone 020 8980 7774.