Workplace Manager

Wise May are looking for a proactive Workplace Manager with a background in managing front of house operations, managing events and travel management to join a global reinsurance group. As an Workplace Manager you will be responsible for overseeing all tasks within the facilities function to include coordinating daily office operations to ensure all visitors, staff and stakeholders receive exceptional customer service, event planning for internal workplace events and client events and travel management.

This is a full time, 12 month Fixed Term Contract which will start mid October. The role is office based and the hours are 9am-5pm.

Workplace Manager duties and responsibilities:

This role oversees all administrative tasks that sit within the facilities function, coordinating smooth daily office operations, ensuring all office management procedures are adhered to and managing both the front of house team and overseeing hospitality.

Workplace Management

• Responsible for smooth front-desk operations, managing staffing levels, procedures and day-to-day supervision.
• Provide cover for front-desk when required due to team last minute absence & holiday.
• Ensure appropriate support is offered for internal and external meetings with the front of house team completing all related tasks.
• Support with management of our external catering & hospitality contract including regularly reviewing our current offering.
• Ensure all office areas, including reception, café, kitchens are fully prepared for opening each day and are regularly restocked throughout the day.
• Conduct regular floor walks and checks to ensure all internal spaces - including meeting rooms, lobbies, and terrace - remain clean, tidy, and well-presented, escalating issues as necessary to Technical Coordinator or Senior Workplace Manager.
• Provide first-line support for basic AV and video conferencing issues in meeting rooms and office areas, escalating to the Technical Coordinator or Senior Workplace Manager when required.
• Maintain awareness of and support compliance with relevant health and safety legislation and workplace policies.
• Manage day-to-day relationships with cleaning, plant maintenance, and catering service providers.
• Monitor service levels and ensure vendors meet agreed SLAs and KPIs.
• Coordinate regular reviews with vendors to address performance, resolve issues, and implement improvements.
• Liaise with vendors for any ad hoc or event-specific needs, including deep cleans, catering for meetings, or seasonal plant updates.

Workplace Manager Event Planning & Execution

• Act as the first point of contact for internal workplace events, client events, and large-scale meetings, ensuring seamless coordination of facilities and services.
• Maintain an office-wide calendar of national and cultural events and plan for these.
• Coordinate event bookings, including hospitality and catering requirements.

Workplace Manager Administrative & Operational Tasks

• Act as the key contact for the firm’s Travel Management Supplier, handling policy queries and travel booking support.
• Track travel feedback from branches and assist with managing requests.
• Approve supplier invoices through the finance system, ensuring timely processing.
• Draft and send office-wide communications and updates.
• Oversee vendor contracts for cleaning, catering, and plant services, maintaining expected service standards.
• Monitor and replenish office supplies, ensuring regular inventory checks.

Workplace Manager key skills and experience required:

• Prior experience in a office management or facilities management role.
• Previous use of facilities or office management systems.
• Strong organisational and multitasking skills within a fast-paced office environment.
• Basic financial admin experience (e.g., raising purchase orders, processing invoices).
• Strong communication, organisation and time management skills.
• Proven skills in multitasking and managing competing priorities effectively.
• Focused on building and maintaining a positive team culture and developing cross-functional relationships.
• Knowledge of Business Continuity Planning an advantage or willingness to learn.
• IOSH Managing Safely Qualification and First Aid/ Fire Warden Certification is desirable.
• The ability to actively develop and enable the team, acting as a role model and mentor.

Benefits include:

• Pension scheme
• Private medical insurance
• Life assurance
• Season ticket loan
• The option to buy or sell up to 5 days of annual leave each year
• Annual discretionary bonus
• Wellness allowance