Workplace Manager

Job Purpose

Reporting directly to the Instant Account Manager (Client Services), this role is responsible for managing all aspects of onsite workplace operations for a leading consumer healthcare brand, at our client’s London headquarters. You will be the heartbeat of the office—bringing the community together, overseeing all Workplace and Facilities services, managing outsourced suppliers, ensuring client satisfaction, and delivering a seamless workplace experience across 50,000 sq ft of prime office space.

You will integrate closely with the client while upholding Instant’s values, ensuring commercial and contractual obligations are met, and embodying a “One Team” approach. Supported by a strong team, you will take a leading role in the contract’s success through client engagement, supplier management, escalations, reporting, and health & safety compliance. You will be expected to fully understand client needs, deliver solutions on time and within budget, and drive continuous improvement and innovation.

Key Responsibilities

• Workplace & Community
• Create a welcoming, collaborative workplace and foster strong stakeholder relationships.
• Develop and implement initiatives to enhance community engagement and workplace culture.
• Support events and activities that strengthen the employee journey.
• Facilities & Services Delivery
• Ensure all hard and soft services are delivered to specification, meeting SLAs/KPIs.
• Monitor supplier performance through reviews, audits, and reporting; take corrective action as required.
• Manage superior landlord and third-party relationships, including service charge obligations and attend monthly meetings.
• Oversee café operations (outsourced food & beverage).
• Ensure compliance with health, safety, and regulatory standards.
• Act as Chief Fire Warden and Onsite First Aider.
• Team Leadership
• Lead, motivate, and support a team of three, including career development planning.
• Manage annual leave, absence, and resource allocation to maintain service delivery.
• Operational & Commercial Management
• Be the first point of contact for escalations and ensure timely resolution.
• Oversee supply chain management and negotiate best-value contracts.
• Track metrics, prepare monthly/quarterly reports, and contribute to business reviews.
• Raise and receipt purchase orders, support financial processes.
• Identify opportunities for workplace improvements and innovation.
• Support office moves, changes, and wider business initiatives.

Background & Experience

• 3+ years managing a large, busy workplace with direct team leadership.
• Strong Facilities Management background (hard & soft services).
• Experience with outsourced supplier management, including food & beverage.
• IOSH Health & Safety qualification (NEBOSH desirable).
• Knowledge of workplace compliance, documentation, and H&S legislation.
• Experience with P&L oversight desirable.
• Skilled in Microsoft Office and confident in presenting.
• Experience in corporate real estate or large office facilities.
• Comfortable working in a fast-paced, agile, and ambiguous environment.

Key Skills & Competencies

• Strong communication and relationship-building skills at all levels.
• Organised, proactive, and able to manage multiple priorities.
• Skilled in influencing, challenging, and advising senior stakeholders.
• Natural problem-solver with initiative and resilience.
• Engaging personality with a team-player mindset.
• Passion for delivering excellent customer service and creating a best-in-class workplace.
• Ability to manage to SLAs/KPIs and drive continuous improvement.
• Adaptability to learn new systems and applications.

Key Attributes

• Self-starter who leads by example.
• Forward thinking.
• Calm under pressure with sound judgment.
• Strong customer focus and service mindset.
• High personal credibility and awareness.
• Enthusiastic, determined, and detail oriented.
• Willingness to be hands-on and “make it happen.”
• Sense of humour and positive outlook.
• Ability to work at pace
• This role is based onsite Monday - Friday.
  
  

About the company

IWG has been at the forefront of flexible working for more than 30 years. With over 5,400 locations around the globe, spanning brands including Regus, Spaces, Signature and HQ, we have made it possible for businesses of all sizes to make the transition to hybrid working, empowering employees to work wherever and whenever is most convenient.

We help more than 8 million people and their businesses to work more productively, supported by a choice of professional, inspiring and collaborative workspaces, communities and services.

As the world’s leading provider of hybrid work solutions, with four times the number of locations compared to its nearest competitor, IWG is already working with over 80% of the Fortune 500 and counts businesses including Amazon, Netflix, EY and Uber amongst its customers.

Companies of all sizes are shifting to flexible working to lower costs, improve employee retention and lower their carbon emissions. The flexible workspace is expected to grow by 600% by 2023, when 30% of all office space will be hybrid. We are growing our network faster than ever to keep up with demand from customers as we work towards our goal of reaching 30,000 centres.

Carbon Neutral Workplaces
IWG’s purpose of helping everyone have a great day at work, while protecting people and the planet is at the heart of everything we do. We are proud to supply all of our customers worldwide with carbon neutral workplaces, and we have a strong climate action plan in place to help us achieve our objective of Net Zero emissions by 2040.

Leading Employer Award
IWG is proud to be the recipient of a Leading Employer Award in both 2022 and 2023. Awarded exclusively to the top 1% of employers, the accolade is testament to our diverse global workforce and the role everyone plays in bringing our purpose, culture and values to life, every single day. 

Join us at https://careers.iwgplc.com/home