Workplace & Office Manager in London

About Allica Bank. Allica is the UK’s fastest growing company - and the fastest-growing financial technology (Fintech) firm ever. Our purpose is to help established SMEs, one of the last major underserved opportunities in Fintech. Established SMEs are the backbone of local communities - representing over a third of our economy - yet have been largely neglected both by traditional high street banks and modern fintech providers.

Role Description. The Workplace & Office Manager is responsible for creating and maintaining a safe, professional and engaging workplace environment across Allica Bank's UK offices. Based in our London office, this role is responsible for the day-to-day management of our London, Milton Keynes and Manchester locations, ensuring consistent workplace standards, excellent employee experience and effective facilities management across all sites. Reporting to the VP of People, the role partners closely with People, IT, Finance and business leaders to ensure our offices operate efficiently, safely and in line with regulatory and health & safety requirements. This is a London-based role, requiring attendance in the London office five days per week, with regular travel to our Milton Keynes and Manchester offices. Ultimately, the Workplace & Office Manager will ensure our workplaces support collaboration, productivity and Allica's culture while driving continuous improvements in workplace operations.

Principal Accountabilities:

• Workplace Operations: Lead the day-to-day management of Allica's London office and oversee workplace operations across Milton Keynes and Manchester. Ensure all offices are safe, welcoming, well-maintained and operate to a consistently high standard. Act as the primary point of contact for workplace, facilities and office-related enquiries. Manage meeting rooms, reception, visitor experience, post, deliveries and office logistics. Coordinate office moves, seating plans and workspace utilisation. Develop, implement and continuously improve workplace policies, standards and procedures.
• Facilities & Supplier Management: Manage relationships with landlords, managing agents, cleaning, catering, maintenance, security and other workplace suppliers. Coordinate planned and reactive maintenance across all locations. Manage office equipment, stationery and workplace consumables. Negotiate supplier contracts and monitor service levels, performance and costs. Manage workplace budgets, purchase orders, invoices and expenditure reporting.
• Health, Safety & Compliance: Ensure compliance with Health & Safety legislation and internal policies across all sites. Coordinate workplace risk assessments, statutory inspections and compliance records. Lead fire safety arrangements, including Fire Marshals, evacuation procedures and training. Coordinate First Aiders and workplace safety initiatives. Maintain accurate compliance documentation and support business continuity planning.
• Employee Experience: Create an outstanding workplace experience for employees, visitors and contractors. Coordinate workplace onboarding for new joiners, ensuring office access, equipment and workspaces are ready for day one. Partner with the People and IT teams to deliver a seamless workplace onboarding experience. Organise office events, celebrations and employee engagement initiatives. Provide day-to-day workplace support, ensuring colleagues have everything they need to work effectively from our offices.
• Administration & Continuous Improvement: Maintain workplace documentation, policies and operational procedures. Produce workplace reporting, budgets and management information. Identify opportunities to improve workplace efficiency, sustainability and employee experience. Ensure consistency of workplace standards across all three UK offices.

Personal Attributes & Experience:

• Essential: Proven experience in Workplace Management, Office Management or Facilities Management. Experience managing multiple office locations. Strong supplier, contractor and stakeholder management experience. Excellent organisational skills with the ability to manage competing priorities. Strong communication and relationship-building skills. Experience managing workplace budgets and invoices. Good knowledge of workplace health & safety and compliance requirements. Proficient in Microsoft Office 365. A proactive, hands-on approach with excellent attention to detail. Willingness to travel regularly to Milton Keynes and Manchester.
• Desirable: IOSH Working Safely or equivalent Health & Safety qualification. First Aid at Work qualification. Experience supporting office fit-outs, relocations or workplace projects. Experience working within a regulated or financial services environment.

Key Relationships: VP of People, People Team, IT, Finance, Senior Leadership Team, Employees across all UK locations, Landlords and Building Management, External Suppliers and Contractors, Health & Safety Consultants, Security Providers.

Working at Allica Bank. At Allica Bank we want to ensure our employees have the right tools and environment in which to succeed in their role and in support of our customers. Our employees are at the heart of everything we do, so our benefits are designed with you in mind: Full onboarding support and continued development opportunities, Options for flexible working, Regular social activities, Pension contributions, Discretionary bonus scheme, Private health cover, Life assurance, Family friendly policies including enhanced Maternity & Paternity leave.

Don’t tick every box? Don’t worry if you don’t have all the skills or requirements listed on the job description. If you think you’ll be a good fit, we’d still love to hear from you!

Flexible working. We know the ‘9-to-5’ isn’t right for everyone. That’s why Allica Bank is fully committed to flexible and hybrid working. Please let us know what is best for you and, if we can, we will do our best to accommodate.

Diversity. We’re a diverse bunch here at Allica, with all kinds of experiences, backgrounds and lifestyles. Our openness and differences make us stronger, and we want everybody to feel comfortable bringing as much of themselves to work with them as they like.