Workplace Services Manager

Owen Reed Ltd.; Greater London; On-site; GBP 65,000 - 85,000; Full time

Job summary

Owen Reed Ltd. in London is seeking a Workplace Services Manager to lead the day-to-day delivery and improvement of our firm’s workplace services.

Reporting to the Head of Front of House & Workplace Services, you will oversee mail, reprographics, records, floor support, property services coordination and the Health, Safety and compliance programmes across multiple sites. You will lead a multi-skilled team and manage suppliers and budgets.

Qualifications

• Experience leading workplace, facilities or operational services.
• Experience with in-house and outsourced provider management.
• Knowledge of health and safety, compliance and business continuity.
• Strong organisational and priority management.
• Excellent communication and stakeholder influence.
• Experience with office moves or workplace transformation.

Responsibilities

• Lead workplace services strategy and client-focused delivery.
• Manage mailroom, reprographics, records management and floor support.
• Plan resources to ensure service continuity across sites.
• Oversee property services coordination, maintenance and safety.
• Lead Health & Safety programme and risk assessments.
• Collaborate with senior stakeholders to deliver joined-up solutions.
• Manage budgets and supplier contracts.
• Support office moves and refurbishments.

Skills

Workplace leadership

Facilities management

Supplier management

Health & safety

Stakeholder engagement

Project management

Education

IOSH or NEBOSH

IWFM qualification

Job description

Owen Reed is looking for a Workplace Services Manager to join a London law firm. Reporting to the Head of Front of House & Workplace Services, you will lead the day-to-day delivery and continuous improvement of workplace services across the firm.

This is a broad leadership role covering mail and logistics, reprographics, records management, floor support, property services coordination, and health and safety. You will work closely with the Head of Front of House & Workplace Services to ensure services meet the firm’s operational needs and strategic objectives. Front of House sits outside the direct remit of this role.

Key responsibilities

Service and operational leadership

• Deliver the firm’s workplace services strategy and champion a client-first approach for internal stakeholders.
• Lead the mailroom, reprographics and print, records management, and floor support services.
• Plan resources and team coverage to maintain service continuity across all sites.
• Identify ways to improve services through technology, data and best practice.
• Support the oversight of property services, including cleaning, maintenance, security and minor works.
• Coordinate building maintenance projects with contractors and managing agents, minimising disruption.
• Manage the offsite transcription and document production contract, maintaining confidentiality and service standards.

People leadership

• Lead and develop a high-performing, multi-skilled team.
• Oversee recruitment, training and performance management for direct reports.
• Provide regular feedback, coaching and development opportunities.

Financial and supplier management

• Support workplace services budget management and identify opportunities to improve value and service.
• Assist with supplier tendering, benchmarking and contract negotiations.
• Monitor service usage, spend and performance, using the findings to inform decisions.

Projects and collaboration

• Contribute to office moves, refurbishments and the introduction of new workplace technologies or service models.
• Support firm-wide work on sustainability, employee wellbeing and workplace culture.
• Work closely with the Head of Front of House & Workplace Services, the Director of IT, Property & Facilities, and other business support teams to deliver joined-up solutions.

Health, safety and compliance

• Lead the firm’s Health & Safety programme across its offices.
• Develop and review policies, risk assessments, safe systems of work and emergency procedures.
• Coordinate the Health & Safety Committee and promote a positive safety culture.
• Manage fire safety, incident reporting, DSE assessments, compliance audits and corrective actions.

Skills and experience

• Experience leading workplace, facilities or operational services, ideally within a law firm or other professional services environment.
• A proven record of managing in-house teams and outsourced providers to deliver high-quality, client-focused services.
• Experience managing supplier contracts and relationships, including offsite transcription or document production.
• Strong organisational skills and the ability to manage competing priorities and projects.
• Knowledge of health and safety, compliance and business continuity best practice.
• Excellent communication and relationship-building skills, with the confidence to influence at all levels.
• In-depth health and safety experience and a relevant qualification, such as IOSH or NEBOSH.
• Experience with workplace technology platforms and digital solutions.
• Experience supporting office moves or workplace transformation projects.
• A relevant professional qualification, such as IWFM.