Workplace Manager

Reports to the Head of Workplace

The Workplace Program Manager’s role is to oversee all workplace programs, supporting a cross-jurisdictional outlook and working closely with the Head of Workplace and Workplace Management on driving a united and consistent approach to all workplace initiatives.

As the primary Workplace contact in London, the Workplace Program Manager also assumes the secondary role of Workplace Concierge, providing an exceptional Workplace experience to all employees, visitors, and clients at our London office - acting not only as the first point of contact but overseeing local security. You will demonstrate a positive, welcoming, and helpful attitude, whilst also overseeing the operational running of our space.

Please note that this role requires a full time on-site presence at our London office.

What you'll be doing

Workplace Program Management

• Oversight of health and safety in partnership with Workplace Managers, managing vendors as required and any group requirements, ensuring compliance.
• Supports group-wide Workplace budget, ensuring consistency of management processes, working with finance team on continuous reporting and supporting overall reforecasting in partnership with Workplace Managers.
• Administrative support for Travel Program, overseeing reporting requirement and managing vendor relationship.
• Supports implementation of new workplace initiatives, including technology, in partnership with broader workplace team and cross-team partners.
• Management of small project budget, in partnership with local teams.
• Liaison with Sports and Social committees, ensuring compliance to workplace processes.
• Streamline food and beverage offering across all locations, driving consistency of experience.
• Assists with vendor management and contract performance, developing and consistently reviewing KPIs to ensure efficiency.
• Oversees general security program in partnership with Workplace Managers, managing vendors as required and any group requirements, ensuring compliance.
• Workplace compliance support, including liaison with Audit as required.
• Supports others preparing Request for Proposal (RFPs) as required.

Workplace Concierge

• Provide a friendly and welcoming first impression to all employees and visitors, leading customer experience on-site.
• Meet and greet any clients to the office, offering a concierge-style service in an approachable and professional manner.
• Take ownership of office presentation and workplace standards, maintaining high service levels and always offering an exemplary workplace experience.
• Oversee local security process, ensuring relevant measures are upheld and that security is at the forefront of office operating processes. Proactively partner with employees and building team to monitor security in Aztec’s space, acting as a physical presence in the office during the working week.
• Oversee local vendor relationships for all workplace contracts, including but not limited to cleaning, stationary, maintenance, pest control etc., monitoring performance, providing feedback, and managing to KPIs.
• Develop positive relationships with building management team and other tenants, proactively seeking to influence building-related decisions that could be of benefit to Aztec.
• Ensure statutory compliance across all planned and reactive maintenance requirements, upholding records and proactively overseeing schedule.
• Manage ordering and inventory for office supplies, fruit, coffee, and sundries. Organise external catering where required.
• Oversee all office post and incoming/outgoing deliveries, processing them in accordance with procedure.
• Check and reconcile workplace invoices for Accounts Payable, working with the broader workplace team on receiving relevant approvals.
• Monitor costs of supplies, proactively seeing alternatives and working with vendors to reduce costs where possible.
• Oversee local Health & Safety, coordinating fire wardens and first aiders and ensuring EHS compliance across the office.
• Local Workplace lead in support of Aztec’s goals in relation to net zero waste and zero carbon emissions.

What we're looking for

• 5+ years relevant concierge and customer service experience
• Experience working with external vendors
• Travel administration experience would be beneficial
• A professional and approachable manner
• Willingess to work full time on-site at our London office is required
• SIA license would be beneficial, but not essential
• A proactive and thorough approach to health & safety and security
• Demonstrable diary management experience
• Ability to work autonomously and independently whilst also as part of a wider, collaborative team
• Advanced PC skills, including Microsoft suite (including Excel, PowerPoint, Copilot)
• Excellent organisational and communication skills are essential
• Ability to interact with vendors and external contacts

We will provide the training, both in house for relevant technical knowledge. You will need to be quick to learn new systems and great with people, as close working relationships between our colleagues and clients is at the heart of what we do.