Office Operations Manager

Linklaters Italy; Warszawa; On-site; PLN 180,000 - 240,000; Full time

Benefits offered by this job

Private medical care

Free in-house fitness centre

Life insurance

Worldwide travel insurance for biz and

Benefit Multisport club card or subsid

Job summary

Linklaters Warsaw is recruiting an Office Operations Manager to lead strategic office and facilities management, workplace experience, supplier oversight, ESG and CSR initiatives. You will collaborate with senior stakeholders in Warsaw, the Head of Operations Europe and the wider Linklaters network to support strategic planning, service delivery and continuous improvement across the Warsaw office.

You will manage space planning, office set-ups and renovations, vendor contracts, cost control and

Qualifications

• 3–5 years of experience in a similar role within an international, matrix organisation.
• Experience delivering office set-ups or major refurbishments, including coordination and change mgmt.
• Ability to manage multiple projects and priorities in a fast-paced environment, with strong organisational skills and attention to detail.
• Fluent in English and Polish, both spoken and written.

Responsibilities

• Lead strategic planning of office space in Warsaw with senior stakeholders.
• Design, plan and oversee new office space set-up and major refurbishments.
• Oversee supplier and contract management, including performance and cost controls.
• Lead and coach team members, set priorities and foster a high‑performing service culture.
• Act as backup for the Office Assistant to ensure continuity of administration and support.

Skills

People leadership

Stakeholder management

Office management

Cost control

Supplier management

ESG/CSR

ISO standards

English & Polish

Tools

Microsoft Office

Excel

Job description

For Linklaters Warsaw, we are currently recruiting for the Office Operations Manager role. About the Team Join our local Operations team responsible for office and facilities management, workplace experience, supplier oversight, ESG, CSR and employee engagement initiatives. Collaborating with senior stakeholders in Warsaw, the Head of Operations Europe and wider Linklaters teams, the team supports strategic planning, service delivery, office projects and continuous improvement across the Warsaw office.

You will be responsible for:

Strategic office and facilities management

• Lead strategic planning of office space in Warsaw, working closely with senior stakeholders to understand current and future business needs.
• Design, plan and oversee new office space set-up, including layout, workplace standards, operational readiness and employee change management.
• Provide expert recommendations on workplace strategy and office developments to the LGS Warsaw Core Management Team and other senior stakeholders.
• Monitor office space and facilities to ensure they remain safe, compliant, efficient and aligned with evolving business requirements.

Workplace experience and office environment

• Ensure excellent coordination of reception services and help create a welcoming, professional environment for employees and visitors.
• Contribute to the design and continuous improvement of the Warsaw office, with a focus on ergonomics, functionality, employee experience and future growth.
• Bring fresh ideas and market insight on modern workplace solutions and technologies that support collaboration, hybrid working and expansion.
• Use employee feedback and data to identify improvements, optimise costs and enhance comfort, wellbeing and productivity.

Supplier and cost management

• Take ownership of selected facilities- and operations-related suppliers and contracts, from sourcing and selection through to performance management and exit where needed.
• Embed firmwide responsible supplier management principles and environmental, social and governance considerations in supplier selection and ongoing evaluation.
• Optimise supplier performance, service quality and spend to ensure value for money and alignment with firm standards.
• Ensure office supplies and key workplace services are available and managed in a cost-effective way.

People leadership

• Lead and support team members by setting clear objectives, defining priorities and fostering a high-performing, service-oriented culture.
• Manage, coach and develop junior team member(s), providing regular feedback and encouraging growth and development.
• Allocate team resources effectively to respond to changing business needs and service expectations.
• Role model collaborative behaviours and build strong relationships with stakeholders in Warsaw and across the wider Linklaters network.

Operational support

• Act as backup for the LGS Warsaw Office Assistant during absences, ensuring continuity of office administration, reception services and personal assistant support for the Head of LGS Transformation & Service Delivery and other key managers as required.

Apply if you:

• Have 3-5 years of experience in a similar role within an international, matrix organisation.
• Have people leadership experience, including setting goals, managing performance and coaching or developing team members.
• Have delivered office set-ups or major refurbishments, including coordination, stakeholder management and change management.
• Build strong relationships with senior stakeholders and influence effectively across functions.
• Can manage multiple projects and priorities in a fast-paced environment, with strong organisational skills and close attention to detail.
• Take a proactive, solution-oriented approach, work independently and drive continuous improvement with a strong sense of ownership.
• Bring a positive, professional mindset and a strong service focus.
• Communicate fluently in English and Polish, both spoken and written.
• Use Microsoft Office tools confidently, including Excel.
• Have experience in supplier and contract management, and in events delivery.
• Understand ESG principles and have experience supporting related initiatives.
• Have an understanding of ISO standards and related certification processes.

Joining Team Linklaters will see you qualify for a range of benefits designed to reward the vital contribution you'll be making to our success. These include:

• Private medical care
• Free in-house fitness centre
• Life insurance
• Worldwide travel insurance for business and non-business travel
• Benefit Multisport club card or subsidised travel card
• Wide range of training opportunities

Linklaters is a people business. Being best in class in the eyes of our clients means that our people must be exceptional. We look not only for brilliant minds, but for people who will thrive in our environment: people who love working collaboratively and demonstrate the innovative, efficient, agile, entrepreneurial, and responsible mind-set we aim to bring to every interaction. Ours is an environment of outperformance. We achieve this not with targets and incentives, but by fostering a positive, supportive, fair, and open atmosphere. We respect and value difference but insist on inclusivity. We celebrate all aspects of diversity and challenge any form of bias, because we want everyone to feel that they belong. This is vital to our ability to work as one team, with a common mind-set. We recognise that one size does not fit all. Our goal is to embed flexibility across our firm by giving everyone the opportunity to work in an agile way, whether as a regular pattern or on an ad hoc basis, and we will be happy to discuss this further.

We offer a truly global work experience and the opportunity to be involved in strategic projects that drive innovation and shape the future of our business. We belong to a firm that embodies its corporate social, environment and governance responsibility commitments. We celebrate diversity, equity and inclusion so our people can bring themselves to work. We advocate speak-up culture to empower our people in sharing their voices and an open-door policy to ensure they are listened to. We invest in custom-fit career paths for our people in line with their talents and aspirations. We provide agile working solutions to meet the changing needs of our people and our business. We are committed to people first relationships based on mutual trust, respect and appreciation. We support the health and wellbeing of our people, providing a safe space to talk about emotions and mental health with access to expert advice as needed. We invest in developing leaders of the future who demonstrate emotional intelligence and a passion to discover, coach and develop the talents of others.

Administrative Systems Management, Business Continuity Planning (BCP), Contract Management, Facility Management, Guest Service, Inventory Management, KPI Analytics, KPI Design, Process Design, Process Improvements, Project Management, Security Management

This list of duties and responsibilities above is not exhaustive. It is intended to describe the general content of, and requirements for, the performance of this job. As such, the role may also include the undertaking of additional tasks as required. This is the place where talent meets opportunity and where passion meets purpose. At Linklaters, the work we do means carving a path through unexplored territory, working on complex legal matters, across jurisdictions and borders and providing outstanding service and confidence to our clients.

In the event that we make an offer to you, and where local legislation permits, we will conduct pre-engagement screening checks that may include but are not limited to your professional and academic qualifications, your eligibility to work in the relevant jurisdiction, any criminal records, your financial stability and references from previous employers. Your offer will be subject to the successful completion of these checks which will be initiated following your consent.

As a responsible business, it is important that we represent the diversity of our people, our clients and our communities. We know that diversity makes us a better law firm and helps us attract the best talent, drive innovation with diversity of thought, and deliver the best experience to everyone who comes into contact with us. We recruit on the basis of merit, irrespective of age, disability, gender, gender identity, race or ethnicity, marital status, religion, sex, sexual orientation or any other status protected by the laws or regulations in the locations where we operate. Selection decisions, and the reasons for those decisions, are recorded at each stage of the selection process. Selection criteria and, where appropriate, technical skills tests are in place to measure an individual’s ability for the safe and effective performance of a job. Those involved in recruitment and selection decisions and processes are also provided with guidance on diversity issues.

If you require reasonable adjustments to be made during the selection process, please talk to a member of the recruitment team so that any required adjustments can be made in advance.

Specific experience requirements advertised on a role do not intend to preclude applications from candidates who may have more or less experience. Our intention is only to indicate a guideline as to the necessary skills for the role as described.