Workplace & Facilities Manager
We are looking for a high-energy self-starter to take ownership of our London workplace and facilities environment. Beyond the day-to-day running of our soft and hard services, you will act as a supporting lead problem solver for critical projects. You will play a pivotal role in the success of our London office and leading minor workplace projects across our sites in Gibraltar and Cyprus.
Office based Monday-Friday, this is a role for someone who doesn’t wait for instructions but anticipates needs before they arise.
Key Responsibilities
HQ & EMEA Workplace Management
- Office Upgrades: Supporting the Head of Property & Workplace with planning and execution of office refurbishments and upgrades in London.
- EMEA Oversight: Act as the project support lead for lease renewals, minor facilities and office improvements in our Gibraltar and Cyprus locations, ensuring brand consistency and operational excellence across borders.
- Vendor Selection: Proactively source and negotiate with local and international contractors to ensure projects are onboarded and delivered on time, within budget.
Workspace & Operations Management
- Environment & Aesthetics: Maintain a high-standard workplace environment, ensuring the office reflects our brand’s commitment to quality.
- Stakeholder Liaison: Act as a point of contact for building management, security, cleaning services, and external vendors.
- Infrastructure Support: Support with office layouts, desk moves, and the physical arrangement of furniture to optimise the workspace.
- Technical & Security: Manage access control via Paxton systems and provide basic troubleshooting for office hardware (printers/photocopiers).
- Facilities Maintenance: Manage Planned Preventative Maintenance (PPM) and coordinate swift resolutions for reactive maintenance via contractors.
Executive Support & Administration
- C-Suite Logistics: Coordinate complex business travel and accommodations for the leadership team using Egencia and incumbent provider Navan.
- Financial Admin: Process monthly expense reports and credit card statements through Concur; manage company taxi accounts.
- Inventory Control: Maintain stock levels for stationery and office consumables, conducting regular vendor reviews to ensure value.
Leadership & Front-of-House
- Team Leadership: Manage the outsourced receptionist and cleaning team. Provide occasional ad-hoc hands-on reception cover.
- Event Management: Support the setup for Town Halls and meeting rooms, and coordinate social functions like team lunches and off-sites.
- Logistics: Assist Reception with "Goods-in/Goods-out" processes, including manual handling of deliveries and couriers. Health, Safety & Policy
- H&S Compliance: Ensure all First Aid and Fire Warden certifications are current and coordinate regular training.
- Policy Development: Review and update Property & Workplace policies, ensuring company-wide adherence.
Requirements
- Communication: A confident collaborator able to build relationships at all levels of the business.
- Operational Expertise: A solid understanding of (or a strong desire to learn) BMS and HVAC systems.
- Safety Mindset: Ideally IOSH Managing Safely qualified (or willing to work towards it) and First Aid/Fire Warden trained.
- Discretion: Proven ability to handle confidential C-Suite information with total professionalism.
- Innovation: A visionary mindset—always looking for ways to improve the workplace experience.
- Language: Excellent written and verbal English.
Benefits
- 25 days of holiday
- Bonus
- Pension contribution
- Private medical, dental, and vision coverage
- Life assurance
- Critical illness cover
- Wellness contribution program with access to ClassPass
- Plumm Platform
- Five volunteering days
- Give as You Earn initiative
- Learning and development programs
- Electric Vehicle Scheme
- Cycle to Work Scheme