Assistant Workplace Manager

Location: City of London
Hours: Monday to Friday, 40 hours per week
Reporting to: Workplace Manager

Role Overview

We are looking for an experienced and proactive Assistant Workplace Manager to support the day-to-day operation of our established client's London headquarters.

Working closely with the Workplace Manager, you will help ensure the workplace is safe, efficient, welcoming and consistently delivers an excellent experience for employees, visitors and stakeholders.

This is a visible and hands-on role supporting the delivery of both hard and soft facilities services, daily workplace activities, contractors, systems, reporting and team engagement. You will also support our Front of House operation, including providing reception desk cover during periods of team absence, annual leave or operational need.

You will act as a key point of contact for the client and wider workplace teams and will deputise for the Workplace Manager when required.

Key Responsibilities

Workplace & Facilities Operations

• Support the Workplace Manager with the smooth day-to-day operation of the London HQ.
• Assist with the coordination and monitoring of both hard and soft FM services.
• Coordinate planned and reactive maintenance activities, contractors and service requests.
• Carry out regular workplace inspections and site walks, identifying issues and ensuring actions are followed through to completion.
• Ensure workplace faults, requests and operational issues are logged, tracked, escalated and resolved appropriately.
• Support health and safety, compliance, workplace audits and site standards.
• Work closely with service partners and contractors to maintain high standards across the workplace.
• Take ownership of day-to-day operational issues and support the Workplace Manager with wider workplace initiatives.

Front of House Support

• Work closely with the Front of House team to ensure a consistently professional and welcoming experience.
• Provide reception and Front of House desk cover during periods of team member absence, annual leave, breaks or unexpected staffing gaps.
• Support the management of visitors, employees, calls, queries and general Front of House activities when providing cover.
• Maintain excellent presentation, customer service and workplace standards at all times.
• Work flexibly across the workplace to ensure continuity of service and a positive customer experience.

Client & Stakeholder Management

• Build strong and professional relationships with the client and key stakeholders.
• Act as a point of contact for workplace and facilities queries.
• Respond proactively to client requests and operational issues, ensuring actions are managed through to resolution.
• Support the Workplace Manager with client meetings, operational reviews and reporting.
• Understand client priorities and help identify opportunities to continually improve the workplace experience.

Team Support & Leadership

• Support the Workplace Manager with the day-to-day coordination and engagement of the onsite team.
• Provide guidance, support and direction to team members when required.
• Assist with team briefings, one-to-ones, training and development activities.
• Promote a positive, professional and customer-focused team culture.
• Support team engagement and recognition initiatives.
• Help maintain effective staffing and operational coverage across the workplace.
• Deputise for the Workplace Manager during periods of absence or when required.

Systems, Reporting & Administration

• Maintain workplace and facilities management systems, ensuring information is accurate and up to date.
• Monitor service requests, maintenance activity, outstanding actions and service performance.
• Support the production of client reports, KPIs and operational updates.
• Maintain accurate records relating to contractors, compliance, incidents and workplace activity.
• Support supplier, purchasing and invoice administration where required.
• Use workplace data, feedback and trends to help identify opportunities for service improvement.

About You

We are looking for someone with:

• Previous experience within a corporate workplace, facilities, hospitality or commercial office environment.
• Experience supporting the delivery of hard and soft facilities services.
• A good understanding of workplace operations, maintenance and service delivery.
• Experience within or supporting a Front of House, reception or customer-facing environment.
• Some previous supervisory, team leadership or management experience.
• Strong customer service and client relationship skills.
• Confidence working with contractors and service partners.
• Good understanding of workplace health and safety and compliance.
• Strong organisational skills and the ability to manage multiple priorities.
• Confidence using workplace/FM systems and completing operational reporting.
• Strong written and verbal communication skills.
• A proactive, flexible and hands-on approach.
• The confidence to step into reception and other operational areas when required.
• A genuine passion for delivering an excellent workplace and customer experience.

What Success Looks Like

The successful Assistant Workplace Manager will be a visible, proactive and dependable presence within the workplace, supporting the Workplace Manager while taking ownership of day-to-day operational activity.

You will be comfortable moving between facilities management, client support, team leadership and Front of House delivery, stepping in wherever needed to maintain a seamless service.

You will build strong relationships with the client, team and service partners and demonstrate the capability to step up and lead the workplace in the Workplace Manager's absence, providing a natural development pathway towards a future Workplace Manager role.