Workplace Manager

Monks; Milan (IL); On-site; USD 85,000 - 120,000; Full time

Job summary

Monks is seeking a Workplace Manager to deliver a high-quality workplace experience across locations, overseeing operations, facilities services, compliance, vendor management, and employee experience. You will partner with HR, IT, Security, Finance, and Procurement to continuously improve the workplace environment and drive efficiencies.

The role emphasizes scalable processes, safety, and regulatory compliance while maintaining hands-on delivery and strategic leadership to enhance employee

Qualifications

• Strong communication skills are essential and the ability to converse in English is essential.
• Experience in workplace, facilities management, corporate real estate, or office operations.
• Strong understanding of both hard and soft workplace services.
• Proven experience improving processes, creating operational frameworks, and implementing efficiencies.
• Experience managing vendors, contracts, budgets, and workplace projects.
• Knowledge of health & safety and workplace compliance requirements.
• Strong stakeholder management and communication skills.
• Ability to operate strategically while remaining hands-on with operational delivery.
• Strong analytical, problem-solving, and continuous improvement mindset.
• Familiarity with technical and computer skills, preferably experience with Google Suite.

Responsibilities

• Lead workplace operations across assigned locations, ensuring consistent service delivery and a positive employee experience.
• Review existing workplace processes and identify opportunities to improve efficiency, quality, and scalability.
• Develop and implement workplace procedures, SOPs, guidelines, and best practices.
• Establish clear workflows for workplace requests, incidents, suppliers, purchasing, compliance, and office operations.
• Drive improvements across office operations, identifying solutions that enhance employee experience, reduce inefficiencies, and optimise costs.
• Support workplace projects including office openings, relocations, refurbishments, and operational improvements.
• Oversee building operations, maintenance, facilities services, and workplace compliance.
• Manage relationships with landlords, building management, and technical suppliers.
• Ensure preventative and reactive maintenance activities are effectively managed.
• Monitor facilities performance and drive improvements to workplace standards.
• Ensure offices meet health & safety, compliance, and local regulatory requirements.
• Manage delivery of workplace services including reception, cleaning, catering, hospitality, supplies, mail, logistics, and employee amenities.
• Identify opportunities to improve office experience, engagement, and workplace culture.
• Gather employee feedback and translate insights into practical workplace improvements.
• Partner with internal teams to support employee needs and business requirements.
• Manage workplace suppliers and service providers, ensuring quality, performance, and value.
• Support supplier selection, contract management, renewals, and performance reviews.
• Establish service expectations, monitor performance, and drive continuous improvement.
• Identify opportunities for cost savings while maintaining service quality.
• Manage workplace budgets, operational expenditure, and cost optimisation initiatives.
• Partner with Finance and Procurement to ensure compliant purchasing processes.
• Review supplier invoices, manage approvals, and ensure accurate cost allocation.
• Support financial planning for workplace projects and improvements.
• Maintain workplace documentation, operational records, and compliance tracking.
• Develop reporting mechanisms to monitor workplace performance, risks, costs, and improvements.
• Ensure consistent workplace standards and processes across supported locations.
• Share best practices and support continuous improvement across the wider Workplace function.

Skills

Communication

Facilities mgmt

Vendor management

Process improvement

Project management

Budget management

Health & safety

Stakeholder management

Strategic thinking

Tools

Google Suite

Job description

About the Role

The Workplace Manager is responsible for delivering a high-quality workplace experience across assigned locations, overseeing hard and soft workplace services, facilities operations, compliance, vendor management, employee experience, and continuous improvement initiatives.The role focuses on creating efficient, scalable workplace operations by developing processes, improving ways of working, identifying opportunities for optimisation, and ensuring offices are safe, compliant, cost-effective, and aligned with business needs.The Workplace Manager partners closely with HR, IT, Security, Finance, Procurement, and local leadership to continuously improve the workplace environment and enhance employee experience.

Responsibilities:

Workplace Operations & Continuous Improvement

• Lead workplace operations across assigned locations, ensuring consistent service delivery and a positive employee experience.
• Review existing workplace processes and identify opportunities to improve efficiency, quality, and scalability.
• Develop and implement workplace procedures, SOPs, guidelines, and best practices.
• Establish clear workflows for workplace requests, incidents, suppliers, purchasing, compliance, and office operations.
• Drive improvements across office operations, identifying solutions that enhance employee experience, reduce inefficiencies, and optimise costs.
• Support workplace projects including office openings, relocations, refurbishments, and operational improvements.

Facilities & Hard Services

• Oversee building operations, maintenance, facilities services, and workplace compliance.
• Manage relationships with landlords, building management, and technical suppliers.
• Ensure preventative and reactive maintenance activities are effectively managed.
• Monitor facilities performance and drive improvements to workplace standards.
• Ensure offices meet health & safety, compliance, and local regulatory requirements.

Soft Services & Employee Experience

• Manage delivery of workplace services including reception, cleaning, catering, hospitality, supplies, mail, logistics, and employee amenities.
• Identify opportunities to improve office experience, engagement, and workplace culture.
• Gather employee feedback and translate insights into practical workplace improvements.
• Partner with internal teams to support employee needs and business requirements.

Vendor & Contract Management

• Manage workplace suppliers and service providers, ensuring quality, performance, and value.
• Support supplier selection, contract management, renewals, and performance reviews.
• Establish service expectations, monitor performance, and drive continuous improvement.
• Identify opportunities for cost savings while maintaining service quality.

Budget & Procurement Management

• Manage workplace budgets, operational expenditure, and cost optimisation initiatives.
• Partner with Finance and Procurement to ensure compliant purchasing processes.
• Review supplier invoices, manage approvals, and ensure accurate cost allocation.
• Support financial planning for workplace projects and improvements.

Reporting, Standards & Compliance

• Maintain workplace documentation, operational records, and compliance tracking.
• Develop reporting mechanisms to monitor workplace performance, risks, costs, and improvements.
• Ensure consistent workplace standards and processes across supported locations.
• Share best practices and support continuous improvement across the wider Workplace function.

About You

The essentials:

• Strong communication skills are essential and the ability to converse in English is essential.
• Experience in workplace, facilities management, corporate real estate, or office operations.
• Strong understanding of both hard and soft workplace services.
• Proven experience improving processes, creating operational frameworks, and implementing efficiencies.
• Experience managing vendors, contracts, budgets, and workplace projects.
• Knowledge of health & safety and workplace compliance requirements.
• Strong stakeholder management and communication skills.
• Ability to operate strategically while remaining hands-on with operational delivery.
• Strong analytical, problem-solving, and continuous improvement mindset.
• Familiarity with technical and computer skills, preferably experience with Google Suite.

At Monks, we believe in fostering an environment where a diversity of perspectives can thrive. We proactively work to design hiring processes that promote equity and inclusion while mitigating bias. We celebrate diversity and are committed to building a team that reflects the communities we serve. We welcome and encourage qualified applicants, from all backgrounds, who are excited to contribute to our mission.

About Monks

Monks is the global, digital-first, data-driven, unitary operating brand of S4 Capital plc. With a legacy of innovation and specialized expertise, Monks combines an extraordinary range of global Marketing and Technology Services to redefine how brands interact with the world. Through Monks.Flow, its flagship AI ecosystem for marketing orchestration, Monks transforms marketing into a growth engine, collapsing timelines and connecting brands to culture in real time. By deploying bespoke intelligent agents across disciplines and delivering culturally relevant, high-impact creative and digital solutions, Monks solves key critical business challenges across the entire brand enterprise to help brands sustain long-term impact.

Monks was named a Contender in The Forrester Wave™: Global Marketing Services, ranks among Cannes Lions' Top 10 Creative Companies (2022-25) and remains the only partner featured in AdExchanger’s Programmatic Power Players list every year (2020-24). Named Adweek’s first AI Agency of the Year (2023) and The One Show’s inaugural AI Pioneer Organization, Monks was also awarded Business Intelligence Group’s 2025 Excellence in Artificial Intelligence Award in both the Organizational and AI Product categories. As a trusted partner to cutting-edge innovators in tech, Monks earned titles such as Optimizely Experimentation Partner of the Year (2025), runner-up for the Adobe Firefly Partner Award (2024), and Workato’s AI Visionary Customer Impact Award (2024). Additionally, Monks achieved a record-breaking number of FWAs and continues to hold the most of any partner.

We are an equal-opportunity employer committed to building a respectful and empowering work environment for all people to freely express themselves amongst colleagues who embrace diversity in all respects. Including fresh voices and unique points of view in all aspects of our business not only creates an environment where we can all grow and thrive but also increases our potential to produce work that better represents—and resonates with—the world around us.