Overview
Wise May are looking for a proactive Workplace Manager with a background in managing front of house operations, planning events and travel management to join a global reinsurance group. As a Workplace Supervisor 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.
Responsibilities
* Office Management: oversee front-desk operations, manage staffing levels, procedures and day-to-day supervision. Provide cover for front-desk when required due to last-minute absences and holidays. Ensure support for internal and external meetings with the front of house team and complete all related tasks. Support management of external catering & hospitality contracts and regularly review offerings.
* Facilities & Space Management: ensure office areas (reception, café, kitchens) are prepared for opening each day and restocked; conduct regular floor walks and checks to keep meeting rooms, lobbies, and terraces clean, tidy, and well-presented; escalate issues as needed to Technical Coordinator or Senior Workplace Manager.
* Technical Support: provide first-line support for basic AV and video conferencing in meeting rooms and office areas; escalate to Technical Coordinator or Senior Workplace Manager as required.
* Health & Safety & Compliance: maintain awareness of and support compliance with relevant health and safety legislation and workplace policies; manage relationships with cleaning, plant maintenance, and catering service providers; monitor service levels and ensure vendors meet SLAs and KPIs; coordinate vendor reviews and improvements.
* Vendor & Event Coordination: liaise with vendors for ad hoc or event-specific needs (deep cleans, catering for meetings, seasonal plant updates) and act as the first point of contact for internal workplace events, client events, and large-scale meetings; maintain an office-wide events calendar and coordinate bookings including hospitality and catering requirements.
* Travel & Administrative Tasks: act as the key contact for the Travel Management Supplier, handle policy queries and travel booking support; track travel feedback and assist with requests; approve supplier invoices; draft and send office-wide communications; oversee vendor contracts for cleaning, catering, and plant services; monitor and replenish office supplies.
Qualifications & Key Skills
* Experience in an office management or facilities management role; experience with facilities or office management systems.
* Strong organisational and multitasking skills in a fast-paced office.
* Basic financial admin experience (e.g., raising purchase orders, processing invoices).
* Strong communication, organisation and time management skills; ability to manage competing priorities and build a positive team culture.
* Knowledge of Business Continuity Planning is advantageous or willingness to learn.
* IOSH Managing Safely (qualification) and First Aid/Fire Warden certification desirable.
* Ability to develop and mentor the team, acting as a role model.
Benefits
* Pension scheme
* Private medical insurance
* Life assurance
* Season ticket loan
* Option to buy or sell up to 5 days of annual leave per year
* Annual discretionary bonus
* Wellness allowance
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