Workplace & Facilities Manager

Description:

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 

Full name *

Email address *

Phone number *

CV/Resume * We accept PDF, DOC, DOCX files.

Cover Letter