Workplace Manager in London

Overview

The Workplace Program Manager's role is to oversee all workplace programs, supporting a cross-jurisdictional outlook and working closely with the Head of Workplace and Workplace Management on driving a united and consistent approach to all workplace initiatives. As the primary Workplace contact in London, the Workplace Program Manager also assumes the secondary role of Workplace Concierge, providing an exceptional Workplace experience to all employees, visitors, and clients at our London office - acting not only as the first point of contact but overseeing local security. You will demonstrate a positive, welcoming, and helpful attitude, whilst also overseeing the operational running of our space.

Please note that this role requires a full time on-site presence at our London office.

What you'll be doing:

• Oversee health and safety in partnership with Workplace Managers, managing vendors as required and any group requirements, ensuring compliance.
• Support group-wide Workplace budget, ensuring consistency of management processes, working with the finance team on continuous reporting and supporting overall reforecasting in partnership with Workplace Managers.
• Provide administrative support for Travel Program, overseeing reporting requirements and managing vendor relationships.
• Support implementation of new workplace initiatives, including technology, in partnership with the broader workplace team and cross-team partners.
• Manage small project budgets, in partnership with local teams.
• Liaise with Sports and Social committees, ensuring compliance with workplace processes.
• Streamline food and beverage offering across all locations, driving consistency of experience.
• Assist with vendor management and contract performance, developing and consistently reviewing KPIs to ensure efficiency.
• Oversee general security program in partnership with Workplace Managers, managing vendors as required and any group requirements, ensuring compliance.
• Provide workplace compliance support, including liaison with Audit as required.
• Support others preparing Request for Proposal (RFPs) as required.
• Provide a friendly and welcoming first impression to all employees and visitors, leading customer experience on-site.
• Meet and greet clients to the office, offering a concierge-style service in an approachable and professional manner.
• Take ownership of office presentation and workplace standards, maintaining high service levels and always offering an exemplary workplace experience.
• Oversee local security processes, ensuring relevant measures are upheld and that security is at the forefront of office operating processes.
• Proactively partner with the employees and the building team to monitor security in Aztec's space, acting as a physical presence in the office during the working week.
• Oversee local vendor relationships for all workplace contracts, including cleaning, stationery, maintenance, pest control, etc., monitoring performance, providing feedback, and managing to KPIs.
• Develop positive relationships with building management teams and other tenants, proactively seeking to influence building-related decisions that could benefit Aztec.
• Ensure statutory compliance across all planned and reactive maintenance requirements, upholding records and proactively overseeing schedules.
• Manage ordering and inventory for office supplies, fruit, coffee, and sundries. Organise external catering where required.
• Oversee all office post and incoming/outgoing deliveries, processing them in accordance with procedure.
• Check and reconcile workplace invoices for Accounts Payable, working with the broader workplace team on receiving relevant approvals.
• Monitor costs of supplies, proactively seeking alternatives and working with vendors to reduce costs where possible.
• Oversee local Health & Safety, coordinating fire wardens and first aiders and ensuring EHS compliance across the office.
• Local Workplace lead in support of Aztec's goals in relation to net zero waste and zero carbon emissions.

What we're looking for:

• 5+ years relevant concierge and customer service experience.
• Experience working with external vendors.
• Travel administration experience would be beneficial.
• A professional and approachable manner.
• Willingness to work full time on-site at our London office is required.
• SIA license would be beneficial, but not essential.
• A proactive and thorough approach to health & safety and security.
• Demonstrable diary management experience.
• Ability to work autonomously and independently whilst also as part of a wider, collaborative team.
• Advanced PC skills, including Microsoft suite (including Excel, PowerPoint, Copilot).
• Excellent organisational and communication skills are essential.
• Ability to interact with vendors and external contacts.

We will provide the training, both in house for relevant technical knowledge. You will need to be quick to learn new systems and great with people, as close working relationships between our colleagues and clients is at the heart of what we do.

Details:

• Seniority level: Mid-Senior level
• Employment type: Full-time
• Job function: Other and Customer Service
• Industries: Financial Services and Accounting