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Workplace Manager
The Instant Group
Manage onsite workplace, suppliers, community and health & safety for a large London office.
3d ago
Intermediate (4-7 years), Expert & Leadership (13+ years), Experienced (8-12 years)
Full Time
London, England, United Kingdom
Onsite
Company Size
500 Employees
Service Specialisms
Workplace solutions
Commercial property
Property procurement
Bespoke office solutions
Corporate office portfolio management
Managed offices
Office space
Serviced office procurement
Sector Specialisms
Commercial
Digital Solutions
Sustainability
Workforce Enablement
Role
What you would be doing
purchase orders
supplier audits
metrics reporting
contract negotiation
health & safety
team leadership
- Raise and receipt purchase orders, support financial processes.
- Support events and activities that strengthen the employee journey.
- Support office moves, changes, and wider business initiatives.
- Oversee café operations (outsourced food & beverage).
- Create a welcoming, collaborative workplace and foster strong stakeholder relationships.
- Be the first point of contact for escalations and ensure timely resolution.
- Ensure compliance with health, safety, and regulatory standards.
- Monitor supplier performance through reviews, audits, and reporting; take corrective action as required.
- Manage superior landlord and third-party relationships, including service charge obligations and attend monthly meetings.
- Manage annual leave, absence, and resource allocation to maintain service delivery.
- Track metrics, prepare monthly/quarterly reports, and contribute to business reviews.
- Develop and implement initiatives to enhance community engagement and workplace culture.
- Ensure all hard and soft services are delivered to specification, meeting SLAs/KPIs.
- Identify opportunities for workplace improvements and innovation.
- Oversee supply chain management and negotiate best-value contracts.
- Lead, motivate, and support a team of three, including career development planning.
- Act as Chief Fire Warden and Onsite First Aider.
What you bring
iosh
nebosh
microsoft office
facilities management
3+ years
customer focus
- Ability to manage to SLAs/KPIs and drive continuous improvement.
- Experience in corporate real estate or large office facilities.
- Adaptability to learn new systems and applications.
- Engaging personality with a team-player mindset.
- IOSH Health & Safety qualification (NEBOSH desirable).
- Knowledge of workplace compliance, documentation, and H&S legislation.
- Strong customer focus and service mindset.
- Skilled in influencing, challenging, and advising senior stakeholders.
- High personal credibility and awareness.
- Experience with P&L oversight desirable.
- Experience with outsourced supplier management, including food & beverage.
- Comfortable working in a fast-paced, agile, and ambiguous environment.
- Natural problem-solver with initiative and resilience.
- 3+ years managing a large, busy workplace with direct team leadership.
- Strong Facilities Management background (hard & soft services).
- Organised, proactive, and able to manage multiple priorities.
- Skilled in Microsoft Office and confident in presenting.
- Ability to work at pace
- Calm under pressure with sound judgment.
- Sense of humour and positive outlook.
- Strong communication and relationship-building skills at all levels.
Information not given or found
Training + DevelopmentInformation not given or found
Interview process
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Visa SponsorshipInformation not given or found
Security clearanceInformation not given or found
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Company
Overview
1999
Year Founded
Pioneered flexible workspace with a global marketplace for workspaces.
2022
Year of Merger
Merged with IWG digital assets, tripling listings and enhancing its 'work from anywhere' platform.
250k+
Organizations Served
Annual service to a wide range of organizations, from startups to global giants like FTSE 100 and S&P 500 companies.
£110M
Transaction Fees
Handled over £110 million in transaction fees across more than 4,433 deals in 2024, totaling approximately 2.7 million square feet.
- Operates across 175+ countries via digital tools and local teams in major cities like London, New York, Hong Kong, and Sydney.
- Typical projects include securing coworking, serviced, or fully managed offices, virtual office setups, and meeting rooms.
- Its consulting wing advises on portfolio strategies, procurement, and flexible real estate solutions.
- Standout fact: it supports ‘Worka Made’, a turnkey workspace product blending standard frameworks with custom configuration.
250+ experts
Global Expertise
The company has assembled an exceptional team of over 250 experts spread across 13 global locations, demonstrating a commitment to diverse and comprehensive expertise.
- Living and breathing our Behaviours will power our business and accelerate our ability to achieve our Purpose.
- Rethink workspace to enable agility and operational resilience for businesses of all sizes.
- Exceptional team mindset: over 250 experts across 13 global locations.
Net Zero by 2050
Emissions Target
Committed to achieving net zero emissions by 2050.
42% Reduction by 2030
Emissions Goal
Aim to reduce Scope 1 and 2 emissions by 42% against baseline year, aligned with the Science Based Target Initiative.
3,000+ Workspaces
Sustainability Index
Track building performance across over 3,000 workspaces, enabling over 250,000 organizations.
158% More Emissions
Office Comparison
Traditional leased offices generate 158% more emissions per occupier than flex space.
- Increasing accuracy and completeness of Scope 3 carbon inventory via value-chain engagement.
- Operations reporting calendar shifted to Jan–Dec post-March 2023 acquisition by IWG.
- Fosters a workplace centred on connectivity, flexibility, and stronger relationships.
- Provides an inclusive, dynamic environment where individuals can thrive.
- Global hiring practices prioritize diverse candidates and foster an inclusive environment.
- Promotes employee resource groups and initiatives addressing systemic inequalities.
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