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The Role
Operating as part of Hannover Services, the Workplace Supervisor ensures all visitors, staff and stakeholders of 20 Gracechurch Street receive exceptional customer service. Engaging with our clients, they maintain a seamless service experience, always anticipating office needs and exceeding expectations.
This role oversees all administrative tasks that sit within the facilities function, coordinating smooth daily office operations, ensuring all office management procedures are adhered to and managing both the front of house team and overseeing hospitality.
Duties & Responsibilities
People Management
- Responsible for smooth front-desk operations.
- Develop and motivate the front of house team ensuring they are meeting current and future needs of users within the workplace.
- Provide cover for front-desk when required.
- Ensure appropriate support is offered for internal and external meetings.
- Maintain a good knowledge of the BMS system and security policies to provide enough resilience within the team.
- Support with management of our external catering & hospitality contract.
Workplace Management
- Ensure all office areas are fully prepared for opening each day and are regularly restocked throughout the day.
- Open the terrace area each morning and ensure it is securely closed at the end of the day.
- Conduct regular floor walks and checks to ensure all internal spaces remain clean, tidy, and well-presented.
- Log and report all housekeeping and maintenance concerns promptly.
- Provide first-line support for basic AV and video conferencing issues in meeting rooms and office areas.
- Maintain awareness of and support compliance with relevant health and safety legislation and workplace policies.
Vendor Management
- Manage day-to-day relationships with cleaning, plant maintenance, and catering service providers.
- Monitor service levels and ensure vendors meet agreed SLAs and KPIs.
- Coordinate regular reviews with vendors to address performance, resolve issues, and implement improvements.
- Liaise with vendors for any ad hoc or event-specific needs.
Team Support & Coordination
- Collaborate closely with the Senior Workplace Manager and Technical Coordinator to ensure alignment across all workplace services.
- Support internal projects with administrative tasks, helping coordinate initiatives across different business entities.
- Assist in maintaining and updating Business Continuity Plans for the 20 Gracechurch Street office.
- Prepare or contribute to facilities budget reports, usage tracking, and issue reporting.
- Support communications and logistics for meetings involving the Senior Leadership Team.
Event Planning & Execution
- Act as the first point of contact for internal workplace events, client events, and large-scale meetings.
- Maintain an office-wide calendar of national and cultural events to plan for engagement and “delight” moments.
- Coordinate event bookings, including hospitality and catering requirements.
Administrative & Operational Tasks
- Conduct onboarding sessions for new starters, ensuring they are familiar with workplace systems like Locale and Robin.
- Manage onboarding and offboarding workflows via Concur.
- Monitor and triage the Facilities inbox, assigning queries to the relevant team members.
- Oversee postal duties, including incoming/outgoing mail, couriers, and deliveries.
- Act as the key contact for the firm’s Travel Management Supplier, handling policy queries and travel booking support.
- Track travel feedback from branches and assist with managing requests.
- Approve supplier invoices through the finance system, ensuring timely processing.
- Draft and send office-wide communications and updates.
- Oversee vendor contracts for cleaning, catering, and plant services, maintaining expected service standards.
- Assist with implementing and refining office procedures.
- Complete assigned tasks on Smartlog, including daily and weekly operational checks.
- Support document archiving processes when required.
Experience
About You:
- Prior experience in a workplace, office operations, or facilities support role (ideally 2+ years).
- Previous use of facilities or office management systems (e.g., helpdesk ticketing tools, room booking platforms like Robin or Condeco).
- Strong organisational and multitasking skills within a fast-paced office environment.
- Basic financial admin experience (e.g., raising purchase orders, processing invoices).
- Strong communication, organisation and time management skills.
- Proven skills in multitasking and managing competing priorities effectively.
- Knowledge of Business Continuity Planning an advantage or willingness to learn.
- IOSH Managing Safely Qualification and First Aid/ Fire Warden Certification is desirable.
Person Specification
- Customer Focus Develops a deep understanding of the complexities of the business in order to implement ideas and technical expertise. Ensures that customer feedback is actioned, and customer satisfaction maintained.
- Problem solving Ability to break down complex issues and identify trends, patterns and interdependencies. Pragmatic approach to assessing risks when developing solutions.
- Developing Capability and Knowledge Sharing Actively develops and enables the team acting as a role model and mentor.
- Team Player Focuses on building and maintaining a positive team culture and developing cross-functional relationships. Embraces diversity of thought, ideas and skills to engage the team and deliver objectives.
- Communicating and Influencing Excellent negotiation skills and demonstrated capacity to influence decisions and manage relationships with key stakeholders. Adapts communication style depending on audience.
- Innovation and Continuous Improvement Creates an environment where new ideas and solutions are encouraged. Continuously strives for process improvement.
- Delivery and Accountability Accountable for individual and team deliveries to support the overall Branch objectives. Creates an environment where challenge is expected and encouraged and holds individuals accountable for same. Efficient and responsive ensuring deadlines are met.
What We Offer
Atmosphere: You will find an international working environment with short decision channels, an open feedback culture and a sense of community shaped by mutual esteem and a readiness to help.
Benefits: Structured onboarding, benefits superior to those of the collective agreement as well as modern offers for personal development, health management and work-life balance are just some of our benefits.
Prospects: You contribute your specialist and methodological expertise and we offer you fresh input and the opportunity to further develop your potential – including room to come up with innovative ideas and act on them!
Apply simply and securely by clicking on the "apply now" button.
You can find out more about our working environment, your entry options and development opportunities at www.hannover-re.com/en/career.
