Facilities & Workplace Experience Manager

Key Responsibilities

• Oversee cleaning, security, utilities, repairs and maintenance; ensure building access, reception/visitor management, and parcel handling.
• Maintain statutory compliance (safety logs, risk assessments, fire safety, emergency procedures, drills); coordinate first-aid/fire-marshal coverage; manage incident reporting and remediation.
• Source, negotiate and manage building-related vendors (cleaning, security, maintenance, plants, catering, waste, coffee/water, veggie garden, rec room); track performance to contract and drive cost/quality improvements.
• Maintain seating plans and occupancy data; plan moves/adds/changes; ensure ergonomic standards and meeting-room readiness; partner with the Work Experience Manager on hybrid usage and future space needs.
• Own physical access systems, visitor management and CCTV coordination with landlords/IT; ensure data/privacy and security procedures are followed.
• Track energy/water/waste; drive reduction initiatives (recycling, responsible procurement) and report improvements.
• Own facilities OPEX/CAPEX budgets; forecast, manage POs/invoices and report monthly on spend, savings and vendor performance.
• Partner with IT to ensure reliable network, Wi-Fi, meeting-room AV and printing; coordinate installations and office technology during changes and the move.
• Maintain facilities policies/handbooks, H&S documentation, asset registers and business continuity plans for site incidents or disruptions.
• Build and own the office move plan (scope, timeline, budget, risks); coordinate the fit-out vendor (e.g., Design Partnership) for design, build and compliance; manage landlord liaison, dilapidations and return of the current premises; plan crate/IT moves, labeling and weekend cutover; run communications, move champions and Q&A; deliver a safe go-live and smooth post-move stabilization.

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