Workplace Manager

Flexitricity; City of Edinburgh; Hybrid; GBP 38,000 - 52,000; Full time

Benefits offered by this job

Competitive salary

Comprehensive benefits

Job summary

Flexitricity is seeking a proactive Workplace Manager to lead a professional, efficient, and welcoming Edinburgh office. You will work closely with HR, IT, and business leaders to shape the workplace, manage facilities, budgets, contracts, and events, and drive improvements aligned with company culture and priorities.

The role requires strong organisational skills, confidentiality, and the ability to build trusted relationships across the business.

Qualifications

• Proven experience in workplace management, facilities management, office management, or similar role.
• Strong organisational, planning and prioritisation skills.
• Experience managing suppliers, contracts and budgets.
• Excellent communication skills and the ability to build relationships across the business.
• Knowledge of workplace health and safety practices.
• Ability to manage multiple priorities with minimal supervision.
• High level of professionalism and confidentiality.

Responsibilities

• Manage the day-to-day operation of the office, ensuring a safe, organised, and welcoming environment.
• Welcome visitors and coordinate meeting rooms for external visitors.
• Coordinate office maintenance, repairs, cleaning, security, access and general facilities requirements.
• Manage office budgets and purchasing of equipment and supplies.
• Manage office-related contracts and renewals, working with Finance and other teams where appropriate.
• Identify opportunities to improve office processes, services and the overall workplace experience.
• Provide administrative support across departments as needed.
• Coordinate company-wide communications and announcements.
• Plan and arrange company socials and employee engagement activities.
• Support procurement and supplier administration.
• Coordinate Business reporting and administrative projects.
• Support onboarding and offboarding processes in partnership with HR and IT.
• Ensure health and safety compliance, working with Drax HSE team for wider compliance.
• Maintain office equipment and liaise with Drax IT for hardware and workspace requirements.
• Support the Drax Glasgow office and Hydro business as required.
• Fulfil other managerial duties, along with any other reasonable requests from your Line Manager or Senior Management as required for benefit of the company.

Skills

Workplace management

Facilities management

Office management

Organisational skills

Budget management

Supplier management

Communication skills

Health and safety

Confidentiality

Job description

The Workplace Manager sits at the heart of our business, they are a trusted and approachable point of contact, for both colleagues and visitors, ensuring our workplace reflects our culture and values.

The role has overall responsibility for creating a professional, efficient and welcoming office environment. From facilities management and supplier contracts to leadership meetings, events and day-to-day employee experience, the role brings organisation, consistency and a high standard of delivery across the workplace. Working closely with HR, IT and business leaders, the Workplace Manager anticipates changing needs and drives improvements that support the organisation’s culture and business priorities.

This position will suit someone who thrives on being one step ahead, builds trusted relationships at all levels and takes genuine ownership of making things happen. It is a varied and highly visible role with the opportunity to make a tangible impact on the wider visitor and colleague experience.

Key Responsibilities

• Manage the day-to-day operation of the office, ensuring a safe, organised, and welcoming environment.
• Welcome visitors and coordinate meeting rooms for external visitors.
• Coordinate office maintenance, repairs, cleaning, security, access and general facilities requirements.
• Manage office budgets and purchasing of equipment and supplies.
• Manage office-related contracts and renewals, working with Finance and other teams where appropriate.
• Identify opportunities to improve office processes, services and the overall workplace experience.
• Provide administrative support across departments as needed.
• Coordinate company-wide communications and announcements.
• Plan and arrange company socials and employee engagement activities.
• Support procurement and supplier administration.
• Coordinate Business reporting and administrative projects.
• Support onboarding and offboarding processes in partnership with HR and IT.
• Ensure health and safety compliance, working with Drax HSE team for wider compliance.
• Maintain office equipment and liaise with Drax IT for hardware and workspace requirements.
• Support the Drax Glasgow office and Hydro business as required.
• Fulfil other managerial duties, along with any other reasonable requests from your Line Manager or Senior Management as required for benefit of the company.

Skills/Qualifications

• Proven experience in workplace management, facilities management, office management, or similar role.
• Strong organisational, planning and prioritisation skills.
• Experience managing suppliers, contracts and budgets.
• Excellent communication skills and the ability to build relationships across the business.
• Knowledge of workplace health and safety practices.
• Ability to manage multiple priorities with minimal supervision.
• High level of professionalism and confidentiality.

Key Skills & Attributes

• Proactive: anticipates what is needed and takes action before issues arise.
• Highly organised: creates structure, keeps track of detail and follows through reliably.
• Discreet: understands the importance of confidentiality when working closely with senior leaders.
• Adaptable: remains effective when priorities, diaries and circumstances change.
• Calm under pressure: approaches urgent or unexpected situations pragmatically.
• Resourceful: finds solutions and knows when to involve others.
• Approachable: builds positive relationships across all levels of the organisation.
• Commercially aware: understands the wider business context and uses this to prioritise effectively.
• Ownership-oriented: sees tasks through to completion and takes pride in creating an effective working environment.

We are committed to rewarding initiative and excellence and we offer a competitive salary and comprehensive benefits. You can expect challenge, learning and autonomy in creating value in our dynamic business.

The current business provides the platform for exceptional growth and the launch of new services in high-growth emerging sectors.

The Company is in a development and growth phase and relies on the flexibility and innovative skills of its employees to ensure success. The work environment will reflect this dynamic period while maintaining high corporate standards.

• Highly professional; respected industry leaders.
• Flexible and informal.
• Fun, but hard working and focused.
• Superb offices in central Edinburgh.
• Due to the nature of this role, you will be required to be in the office 5 days per week.