Full job descriptionOwen 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 responsibilitiesService 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 experienceEssential
*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.
Desirable
*Experience with workplace technology platforms and digital solutions.
*Experience supporting office moves or workplace transformation projects.
*A relevant professional qualification, such as IWFM.