Workplace Manager

Responsibilities will include: 

Workplace Operations & Office Management: 

• Take ownership of the day-to-day operation and ongoing development of the London workplace, ensuring a professional, welcoming and well-run environment.
• Act as the key agency contact for workplace and building matters, working closely with facilities, security, building management and other partners.
• Oversee workplace administration, suppliers, expenditure and service delivery, identifying opportunities to improve efficiency, cost and employee experience.
• Provide guidance and support to the receptionist, acting as an escalation point and helping maintain consistently high workplace standards.
• Work collaboratively with senior stakeholders across departments on workplace, wellbeing and engagement initiatives.
• Coordinate building services requirements alongside facilities lead while ensuring minimal disruption to business operations.

Workplace Projects & Development: 

• Lead and coordinate workplace projects including office improvements, refurbishments, moves and changes.
• Work with senior management and relevant partners on workspace planning, layouts, furniture, space utilisation and future workplace requirements.
• Coordinate contractors and stakeholders to ensure projects are delivered effectively with minimal disruption to the business.
• Identify opportunities to continuously improve the workplace environment and ways of working.

Health & Safety & Security: 

• Coordinate workplace Health & Safety and security requirements in partnership with Security, Facilities and building management.
• Maintain relevant workplace documentation, processes and records, supporting compliance with company and legislative requirements.
• Act as a key workplace contact for security matters and incidents, escalating and coordinating action with the appropriate teams.
• Support workplace audits, training and the continuous improvement of Health & Safety and security practices.

Employee experience and Events:

• Lead the planning and delivery of London office events, including social, charitable and employee engagement activities.
• Partner with internal stakeholders (EA/HR/Senior Management/department leads) on culture, wellbeing and employee initiatives.
• Help create an engaging, inclusive and professional workplace experience for employees, clients and visitors.

Business & Executive Support:

• Provide Executive Assistant support when required, including diary and meeting coordination, stakeholder liaison and cover for the Executive Assistant during periods of absence.
• Support senior management with business administration, projects and changing priorities, handling confidential information with discretion.
• Coordinate business travel arrangements for agency employees, including approvals and communication of travel details.

Ad Hoc:

• Support wider business and workplace projects as required, adapting to changing priorities.

• Proven experience in workplace management is essential.
• Excellent organisational and multitasking skills, with strong attention to detail.
• Strong interpersonal skills and confident interacting with people at all levels of seniority.
• Ability to work autonomously, prioritise tasks, and meet deadlines in a fast-paced environment.
• Proven experience planning and delivering workplace events and employee engagement initiatives, from large seasonal celebrations to everyday team.
• Excellent working knowledge of Microsoft Office, Pages, especially Microsoft Excel & Numbers.
• Experience providing Executive Assistant support, including diary and meeting coordination and stakeholder liaison, and comfortable covering during periods of absence.
• Experience in managing office moves.
• High regard for confidentiality.
• Flexible, can adapt to manage new priorities as they arise and willing to get stuck in.
• Pro-active, a self-starter who works well on their own initiative.
• Solutions orientated with natural problem-solving skills.
• Highly organised, efficient and able to multi-task and remain calm under pressure.
• Strong knowledge of security best practice.
• Proficiency in handling basic finance-related tasks, such as budgeting and expense tracking.
• Strong knowledge and practical experience of workplace Health & Safety, with confidence supporting compliance, audits and safe working practices. A relevant Health & Safety qualification would be beneficial but is not essential.