Location: London / Hybrid (3–4 days per week office-based)
Salary Range: £49,000 – £60,000 (DOE)
Reporting to: Head of Workplace Operations
Overview:
An excellent opportunity for an experienced Workplace Operations professional to lead performance reporting, workplace planning, operational governance, and continuous improvement across a Facilities Management function. This role is central to ensuring workplace services are delivered efficiently through accurate reporting, effective coordination, robust processes, and data-driven decision-making.
The successful candidate will combine strong analytical capability with practical workplace operations experience, taking ownership of management information, workplace moves, governance activities, and operational projects while working closely with stakeholders to drive service improvements.
Key Responsibilities:
Performance Reporting & Management Information:
- Own and manage Facilities Management scorecards and performance reporting cycles.
- Produce regular management information (MI), reports, dashboards, and presentations for senior stakeholders.
- Consolidate and validate data from multiple operational systems and supplier reports.
- Analyse performance trends, identify risks, and recommend improvement opportunities.
- Maintain the accuracy, consistency, and integrity of operational performance data.
- Lead the planning and coordination of workplace moves, churn activity, and space changes.
- Support the delivery of workplace projects and office reconfigurations.
- Work with stakeholders to plan workplace changes with minimal operational disruption.
- Ensure all workplace changes are delivered in a structured, organised, and well-governed manner.
- Support the ongoing development and optimisation of workplace management systems, including CAFM platforms.
- Coordinate system enhancement requests with IT and relevant stakeholders.
- Identify opportunities to improve reporting, automation, operational processes, and data quality.
- Support continuous improvement initiatives across Workplace and Facilities operations.
- Maintain operational incident logs and governance reporting.
- Support business continuity planning and operational risk activities.
- Track actions arising from governance meetings through to completion.
- Assist with compliance reporting and audit readiness.
- Ensure policies, procedures, and operational documentation remain accurate, current, and controlled.
- Coordinate communications relating to workplace changes, operational updates, and projects.
- Prepare reporting packs, presentations, and governance materials for senior leadership.
- Coordinate meetings, team planning activities, and operational governance schedules.
- Build strong relationships across the business to ensure effective delivery of workplace services.
- Provide coordination support to enable effective delivery across the Workplace Operations function.
- Support procurement administration and operational processes where required.
- Assist with departmental planning, scheduling, and general operational administration.
What We're Looking For:
- 5+ years' experience within Workplace Operations or Facilities Management, ideally with 7–10 years of relevant experience.
- Strong understanding of both Hard and Soft Facilities Management services.
- Experience producing and managing MI reports, performance scorecards, and operational reporting.
- Advanced Microsoft Excel skills, including data analysis, reconciliation, and reporting.
- Experience working with CAFM, IWMS, Service Management, or Helpdesk systems (such as ServiceNow or equivalent).
- Ability to interpret reporting outputs, identify trends, validate data, and provide meaningful performance commentary.
- Proven experience planning and managing workplace moves, churn activity, and space utilisation.
- Experience supporting governance, incident reporting, compliance, action tracking, and audit-ready documentation.
- Strong organisational skills with the ability to manage multiple priorities simultaneously.
- Excellent communication and stakeholder management skills.
- Analytical, proactive, and solutions-focused approach with exceptional attention to detail.
Desirable but Not Essential:
- Exposure to Power BI or other reporting and visualisation tools as a business user (development experience is not required).
- Experience with workplace utilisation or desk-booking systems.
- Knowledge of process improvement methodologies and operational standardisation.
- Experience supporting workplace systems enhancements or digital transformation initiatives.
- Understanding of Health & Safety, compliance, and operational risk management within workplace environments.
- Experience coordinating workplace change or facilities-related projects.
About the Company:
A well-established organisation with a strong operational focus, recognised for delivering high-quality workplace and facilities services within a complex corporate environment. The business places significant emphasis on operational excellence, continuous improvement, data-driven decision-making, and creating an efficient, collaborative workplace. It offers a supportive culture with opportunities to contribute to strategic workplace initiatives and ongoing transformation.