Workplace Manager

Pinsent Masons is seeking a Workplace Manager to lead the onsite team providing reception and facilities services within the Warsaw office.

The successful candidate will oversee workplace operations, facilities services, and health & safety compliance, ensuring a safe, efficient, and well-maintained working environment.

Responsibilities:

• Lead the day-to-day management of workplace and facilities operations, ensuring a safe, efficient and professional office environment.
• Manage facilities service providers and key contracts, including maintenance, cleaning, waste management, security, and workplace systems.
• Oversee office budgets, identify cost-saving opportunities, and ensure services are delivered effectively and within budget.
• Build strong relationships with landlords, contractors, and internal stakeholders to support smooth office operations.
• Lead, develop and manage Facilities and Reception teams, driving high performance and exceptional service standards.
• Ensure an outstanding client and employee experience through the effective management of reception, hospitality, meeting rooms, and office services.
• Drive workplace projects including office moves, refurbishments, space planning, and workplace improvement initiatives.
• Support business continuity and resilience planning, ensuring the office is prepared for operational disruptions and emergency situations.
• Ensure compliance with health, safety, environmental and regulatory requirements, promoting a safe and positive workplace culture.
• Produce management reporting, standardise processes, and champion continuous improvement and operational excellence across the office.

Requirements:

• Relevant qualification in Facilities, Workplace Management, Health & Safety, or a related discipline (IOSH/NEBOSH preferred).
• Previous experience managing workplace, facilities, or office operations within a professional services or corporate environment.
• Strong organisational and project management skills, with the ability to manage multiple priorities and deadlines.
• Excellent communication skills in English, with the ability to build relationships at all levels.
• Confidence and credibility when working with senior stakeholders, combined with a practical, service-oriented approach and willingness to address workplace issues directly, regardless of size.
• Proficient in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Proven ability to manage suppliers, budgets, and operational processes effectively.
• A practical, hands-on approach with strong problem-solving skills and attention to detail.
• Experience leading, developing, or supervising teams to deliver exceptional service.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Proactive, adaptable, and collaborative, with a strong customer-service mindset and commitment to continuous improvement.

Benefits:

• 26 days holiday
• Bonus Scheme
• Pension Scheme
• Gym Allowance
• Life Assurance – Death in service
• Family leave and carers leave
• Private Medical Insurance
• Health, lifestyle and wellbeing benefits