Job Title Workplace Operations Manager (12 month FTC) Department Facilities Management-BG-UK Overview of Department Facilities Management provides a number of support services to Baillie Gifford. These include managing the day-to-day running of our offices and ensuring a comfortable and appropriate working environment for staff, as well as managing existing office leases and considering future requirements. The department is also responsible for the Health and Safety of all employees and visitors within our premises. Purpose of Role To manage a small team within the Workplace Operations team within in our Edinburgh properties. Provide a hands-on approach to the workplace services Baillie Gifford has and to provide a level of customer service to our staff, clients and visitors you would expect to find within a luxury hospitality environment. Managing the day to day operations within the Facilities Management (FM) team to ensure the building on a daily basis is ready for use. Using a keen eye for detail, making sure the softer aspects of FM are attended to before they become an issue for staff or visitors. A proactive approach to potential problems and having a good sense and understanding of the wider building operational dependencies. Creating a welcoming customer-focused experience for all who visit the department. Responsibilities Accountab le and responsible for the daily management of a small team within the Workplace Operations team. Responsibility for dealing with reactive events quickly and discreetly, having the ability to create Preventative Maintenance activity for our properties and to manage shift rotas to support. Regular interaction with our preferred supply chain, conducting regular service meetings and negotiating contracts and service agreements to align with the changing landscape of our business needs. Keep up to date with changing regulations and promote new ways of working for all disciplines. Take full accountability for these items of which are listed below: Cleaning standards internal and external, including fabrics, floor coverings, wall coverings, special cleans and window cleaning Mail room services and postal services Management of stationary, internal external planting Document handling and archiving management to support our internal audit process Managing Utility providers Pest Control and Waste Management responsibility Create and develop a customer service culture that provides end users with a first-in-class service for engagement/helpfulness/fault resolution/interaction, using feedback to improve service Help-desk management and customer service meetings CAFM system development for preventative maintenance and scheduling Security - Management of access control systems, Joiners, M over & L eavers, contractors, man-guarding, etc Fully support and develop internal and external audit processes Support and play an active part in fire evacuation and other life safety activities. Developing these processes and procedures, where necessary H&S responsibilities for the Workplace Ops team Documentation of service sheets, contract records, and certificates to further support our internal policies Ability to lead by example and promote a self-starting, let's get it done approach to management Your Skills and Experience Solid operational understanding of general building operations Strong understanding of working safely, permit to work systems Sound understanding of CAFM systems or Maintenance management systems Knowledge of CDM regulations & workplace regulations, as well as the ability to create and develop safe systems of work for related activities Ability to create trust-based relationships with existing supply chains and willingness to engage with new suppliers, as needed Experience of managing a front-of-house operational team in a unique operating environment Ability to effectively manage a small team, ensuring that all service level agreements are met and ideally exceeded Willing to take part and support semi-skilled activities such as small porterage requests, etc Awareness of IOT and SMART building approach Excellent management of risk and the cause-and-effect process of operational actions being undertaken with an absolute no-outage approach being withstood Operational management of contracts and ensuring contractors are doing what they are contracted to do, being involved in monthly meetings etc Qualifications IOSH Working or Managing safely (preferable) Water Hygiene accreditation (Awareness or responsible person) (preferable) COSHH training (preferable) The Type of Candidate that we're looking for You build trust-based relationships with ease, utilising your strong communication abilities to develop credibility with your team. Your strong communication abilities also help you to extend influence over external partners and suppliers. Your natural Can-Do attitude brings positivity and helps create a sense of Team, rolling your sleeves up where necessary to get the job done, to a high standard, each and every time. Comfortable in a fast paced and ever changing environment, you add value, sharing diverse ideas and leveraging your creative thinking to propose outside-the-box solutions, whilst remaining calm under pressure. Critical Skills Adaptability Enabling Others Improve Mindset Team Working Systems Thinking Closing Date May 28, 2025 At Baillie Gifford we are committed to fostering an inclusive and respectful culture in which each of our colleagues can thrive and develop. We believe that our clients are best served by a diverse workforce with the experiences, ideas and perspectives that this brings. If you are currently working at Baillie Gifford as an employee or contractor please apply to this job from the firm's Workday internal career site.