At a Glance
- Tasks: Lead workplace operations, manage performance data, and coordinate projects for a seamless work environment.
- Company: Join Tokio Marine Kiln, a collaborative and inclusive workplace with a strong commitment to employee wellbeing.
- Benefits: Flexible working options, inclusion networks, and opportunities for professional development.
- Other info: Be part of a culture that values empowerment, integrity, and innovation.
- Why this job: Make a real impact on workplace efficiency and decision-making in a dynamic team.
- Qualifications: Strong Excel skills, experience in data analysis, and familiarity with Facilities Management operations.
The predicted salary is between 45000 - 55000 € per year.
Tokio Marine Kiln (TMK) are looking for a highly organised, data-driven Workplace Operations & Performance Lead to play a central role in how our workplace services operate, perform, and evolve. This role sits at the heart of Facilities Management, coordinating performance reporting, workplace planning, systems improvement, and governance activity. Reporting to the Head of Workplace Operations and Procurement, you’ll bring together data, insights, and operational coordination to support effective decision-making and ensure our workplace services are delivered consistently, efficiently, and with impact. If you enjoy turning complex data into meaningful insight, enjoy structured coordination, and being at the heart of operations and keeping everything running seamlessly, this could be a great fit.
Key responsibilities include:
- Performance & Management Information (MI)
- Own and manage Facilities scorecards, reporting cycles, and leadership MI
- Consolidate data from multiple sources (e.g. ServiceNow, supplier reports, utilisation tools)
- Identify trends, risks, and opportunities for performance improvement
- Ensure accuracy, consistency, and integrity of data across FM services
- Workplace planning, moves & projects
- Coordinate workplace moves, churn, and space changes
- Support delivery of workplace projects and expansions
- Work with stakeholders to plan and deliver structured, well-controlled changes
- Systems & process improvement
- Act as a key liaison between FM and IT for ServiceNow and related workplace systems
- Coordinate system enhancements and process improvements
- Identify opportunities to improve efficiency, automation, and data quality
- Communication, governance & coordination
- Coordinate communications relating to workplace changes and service updates
- Support governance forums, incident reporting, risk updates, and BCP activities
- Maintain Facilities content on the intranet and ensure consistent stakeholder communications
- Policies, procedures & control
- Coordinate reviews and updates of Facilities policies and procedures
- Maintain document control, versioning, and audit readiness
- Monitor adherence to key processes and highlight risks or gaps
- Executive & team support
- Provide structured coordination support to the Head of Workplace
- Assist with presentations, governance packs, diaries, and team scheduling
What we’re looking for:
- Essential experience & knowledge
- Strong Excel skills, including data analysis, reporting, and dashboards
- Experience producing MI, scorecards, or performance reporting
- Familiarity with CAFM systems (e.g. ServiceNow or equivalent)
- Understanding of Facilities Management operations (Hard and/or Soft FM)
- Experience consolidating data from multiple sources
- Strong organisational, coordination, and stakeholder management skills
Why join us?
You’ll be joining a collaborative workplace team where your work directly influences how our offices operate and how decisions are made. This is a role with genuine visibility and impact, offering variety, responsibility, and the chance to shape how workplace operations are delivered. The successful candidate will be welcomed into the TMK family to help us further our purpose of enabling our clients to fulfil their ambitions whilst benefiting society and our people. We are committed to ensuring a safe, open, inclusive and empowering environment in which all of our people can thrive. All employees have the opportunity to join one or a number of inclusion network groups or take part in CSR and charitable activities. TMK is signed up to the Disability Confident Employer Scheme and we also accommodate flexible working, subject to the TMK flexible working policy.
As an underwriting firm with over 140 years’ experience of protecting clients from changing risks we put our confidence in the ability and talent of our people. We aim to be a ‘Good Company’ and this means being a great and inclusive company to do business with and being a great place to work. Our culture is founded on our core values of empowerment, inclusion, excellence, integrity, teamwork and innovation. We seek to recruit the best talent by endeavouring to reach diverse talent pools, offering dynamic working arrangements and investing in development.
To make your experience as comfortable as possible, please let us know if you require any reasonable adjustments or additional assistance during your application process. At Tokio Marine Kiln we are here to support you, please be reassured that we will do all that we can to ensure that your specific needs are met. Please reach out to jay.lewis@tokiomarinekiln.com in confidence, to discuss any specific assistance or requirements that you have. If you encounter difficulties submitting your application, please email recruitment@tokiomarinekiln.com. If you are interested in this vacancy and would like to apply or find out more, please follow the links to apply. You can also share this vacancy with your network using a number of social media platforms.
Workplace Operations and Performance Lead employer: Tokio Marine Kiln
At Tokio Marine Kiln, we pride ourselves on fostering a collaborative and inclusive workplace culture where your contributions directly shape our operational success. As a Workplace Operations and Performance Lead, you will enjoy a role with significant visibility and impact, supported by a commitment to employee growth through dynamic working arrangements and participation in various inclusion initiatives. Join us in an environment that values empowerment, integrity, and innovation, ensuring that all employees can thrive while making a meaningful difference.
StudySmarter Expert Advice🤫
We think this is how you could land Workplace Operations and Performance Lead
✨Tip Number 1
Network like a pro! Reach out to current or former employees at Tokio Marine Kiln on LinkedIn. A friendly chat can give you insider info and might even lead to a referral.
✨Tip Number 2
Prepare for the interview by diving deep into their workplace operations. Familiarise yourself with their systems, especially ServiceNow, and think about how your skills can enhance their performance reporting.
✨Tip Number 3
Showcase your data skills! Be ready to discuss how you've turned complex data into actionable insights in past roles. Bring examples of scorecards or reports you've created to the table.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, it shows you’re genuinely interested in joining the TMK family.
We think you need these skills to ace Workplace Operations and Performance Lead
Some tips for your application 🫡
Show Off Your Data Skills:Since this role is all about data-driven decision-making, make sure to highlight your strong Excel skills and any experience you have with performance reporting. We want to see how you can turn complex data into meaningful insights!
Be Organised and Structured:This position requires a high level of organisation and coordination. When writing your application, demonstrate your ability to manage multiple tasks and stakeholders effectively. Share examples of how you've kept things running smoothly in previous roles.
Tailor Your Application:Make sure to tailor your application to the specific responsibilities and requirements mentioned in the job description. We love seeing candidates who take the time to connect their experiences directly to what we're looking for!
Apply Through Our Website:We encourage you to apply through our website for a smoother application process. It’s the best way for us to receive your application and ensures you don’t miss out on any important updates from us!
How to prepare for a job interview at Tokio Marine Kiln
✨Know Your Data Inside Out
As a Workplace Operations and Performance Lead, you'll be dealing with a lot of data. Make sure you understand the key metrics and performance indicators relevant to the role. Familiarise yourself with how to consolidate data from various sources like ServiceNow and supplier reports, so you can confidently discuss trends and insights during the interview.
✨Showcase Your Organisational Skills
This role requires strong organisational and coordination skills. Prepare examples of how you've successfully managed projects or coordinated workplace changes in the past. Be ready to explain your approach to maintaining document control and ensuring adherence to policies and procedures.
✨Communicate Effectively
Communication is key in this position. Practice articulating your thoughts clearly and concisely. Think about how you would coordinate communications regarding workplace changes and service updates, and be prepared to discuss your experience in stakeholder management and governance forums.
✨Demonstrate Your Problem-Solving Abilities
Employers are looking for someone who can identify risks and opportunities for performance improvement. Prepare to discuss specific instances where you've improved processes or systems in your previous roles. Highlight your ability to think critically and propose solutions that enhance efficiency and data quality.
