Key Responsibilities and Required Skills for Workplace Manager

🎯 Role Definition

The Workplace Manager is accountable for creating, operating, and continuously improving safe, efficient, and engaging physical and hybrid workplaces. This role leads facilities and office operations, vendor and contract management, space planning, health & safety compliance, and workplace technology to deliver best-in-class employee experience while optimizing cost, utilization, and sustainability. The Workplace Manager partners with HR, real estate, IT, security, and business leaders to translate organizational strategy into operational execution across multiple sites or a single flagship office.

📈 Career Progression

Typical Career Path

Entry Point From:

Facilities Coordinator / Facilities Specialist
Office Manager / Office Operations Coordinator
Operations Analyst / Workplace Coordinator

Advancement To:

Head of Workplace / Senior Workplace Manager
Director of Facilities / Director of Workplace Experience
Real Estate and Facilities Lead or VP of Workplace Operations

Lateral Moves:

HR Business Partner (Employee Experience focus)
Real Estate Manager
Security Operations Manager

Core Responsibilities

Primary Functions

Own day-to-day management of facilities and office operations for assigned site(s), ensuring all workspaces are clean, fully functional, and aligned with company standards for ergonomics, accessibility, and brand presence.
Lead vendor selection, procurement, and full lifecycle contract management for janitorial, maintenance, MEP (mechanical, electrical, plumbing), catering, reception, and concierge services—driving SLAs, KPIs, and continuous vendor performance improvement.
Develop, track, and manage the annual facilities budget including operating expenses (OPEX) and capital expenditures (CAPEX); forecast costs, approve purchase orders, and identify cost-savings opportunities while maintaining service quality.
Create and execute workplace and space planning strategies, including seating ratios, hot-desking policies, occupancy forecasting, and office moves to support headcount growth, team reorganization, and hybrid work models.
Oversee facility maintenance programs and preventive maintenance schedules; coordinate rapid response for reactive repairs, building systems outages, HVAC, plumbing, electrical, and life-safety systems to minimize downtime.
Ensure all workplace operations comply with local building codes, fire and life-safety regulations, environmental health and safety (EHS) policies, and accessibility standards; lead audits and corrective action plans.
Design and implement workplace health, safety, and emergency preparedness programs (evacuation plans, first-aid, incident reporting); serve as the site safety champion liaising with corporate EHS teams.
Drive workplace experience initiatives that promote employee wellbeing and productivity: workplace amenities, reception experience, events, and communications that reinforce a positive culture and employer brand.
Partner with IT to provision workplace technology (desk booking systems, IWMS, digital signage, AV, room scheduling, smart building sensors) and ensure seamless integration with hybrid work tools.
Manage office moves, expansions, and fit-out projects end-to-end—leading project planning, vendor coordination, design review, budget management, and post-occupancy evaluation for timely, on-budget delivery.
Lead workplace change management for hybrid work policies, seating model transitions, and new workplace technology adoption; develop FAQs, training materials, and stakeholder comms to drive compliance and adoption.
Conduct regular space utilization analysis and occupancy studies using data from sensors, badge swipes, and booking systems; produce executive summaries and actionable recommendations to optimize real-estate spend.
Negotiate and administer service level agreements (SLAs) and vendor contracts—driving procurement processes, RFPs, and vendor scorecards that balance cost, quality, and risk.
Manage security operations in partnership with corporate security: access control, visitor management, incident response, and CCTV oversight to protect people, property, and assets.
Own sustainability and energy management initiatives for the workplace—implementing waste reduction programs, energy efficiency projects, and ESG reporting requirements to support corporate sustainability goals.
Supervise on-site workplace teams and third-party contractors; recruit, mentor, and evaluate facilities staff while defining clear roles, responsibilities, and performance targets.
Partner with HR and People teams to design workplace services that support talent attraction and retention, including new hire onboarding logistics, relocation coordination, and workplace tours.
Prepare and present operational dashboards, KPI reports, and board-level briefings on workplace performance, capital projects, budget variances, and risk issues.
Create and maintain accurate documentation: floor plans, site manuals, asset registers, warranties, contact lists, and compliance records to ensure continuity and audit readiness.
Lead continuous improvement initiatives applying lean thinking and facilities best practices to streamline workflows, reduce response times, and increase occupant satisfaction.
Manage emergency incidents and business continuity events for the workplace, coordinating cross-functional response, communications, and after-action reviews to restore operations quickly and safely.

Secondary Functions

Support ad-hoc workplace analytics and occupancy modeling to inform real estate strategy and cost optimization recommendations.
Collaborate with business units and HR to translate team requirements into space design briefs and workplace service level agreements.
Maintain and update workplace policies and SOPs for service requests, move management, and vendor escalation procedures.
Participate in monthly financial close activities for facilities costs, reconciling vendor invoices and assisting with budget variance explanations.
Contribute to business transformation projects such as new office openings, consolidations, or transformations to hybrid-first workplace models.
Conduct regular stakeholder surveys and capture employee feedback to iterate on service offerings and prioritize workplace investments.
Maintain relationships with external community partners (building management, local authorities) to coordinate shared services and comply with municipal requirements.
Assist in coordination of workplace-related legal matters, leases, and landlord interactions when escalation above operational scope is required.

Required Skills & Competencies

Hard Skills (Technical)

Facilities Management: Proven experience managing building systems, preventive maintenance, and vendor operations across multi-site or single flagship offices.
Vendor & Contract Management: Sourcing, negotiating, and managing contracts, SLAs, RFP processes, and vendor scorecards.
Space Planning & Workplace Strategy: Expertise in occupancy planning, hot-desking, hoteling, and hybrid workplace models, including proficiency with floor plan tools.
Budgeting & Financial Management: Developing and managing OPEX/CAPEX budgets, forecasting, PO approvals, and cost optimization strategies.
Health, Safety & Compliance: Knowledge of EHS regulations, fire/life-safety codes, emergency preparedness, and incident investigation procedures.
Project Management: End-to-end management of fit-outs, office moves, and capital projects; familiarity with MS Project or comparable tools; PMP or Prince2 is a plus.
Workplace Technology & IWMS: Experience with integrated workplace management systems, desk booking platforms, AV, access control, and IoT/sensor data.
Sustainability & Energy Management: Implementing energy efficiency, waste reduction, and ESG-aligned workplace programs.
Contractual & Legal Awareness: Understanding of lease basics, service contracts, indemnities, and insurance requirements related to workplace operations.
Data & Analytics: Ability to analyze occupancy, utilization, and workplace metrics and synthesize insights for leadership decisions.
Security Operations: Basic competency in access control, visitor management, and coordination with security teams.

Soft Skills

Stakeholder Management: Proven ability to influence and partner with cross-functional leaders including HR, IT, real estate, and business unit managers.
Customer Service Orientation: Strong commitment to creating an outstanding employee experience and rapidly resolving user issues.
Leadership & People Management: Coaching, mentoring, performance management, and the ability to lead contractors and small in-house teams.
Communication: Clear written and verbal communication for operational updates, vendor negotiations, and executive reporting.
Problem Solving & Decision Making: Practical, data-informed approach to resolving operational challenges and prioritizing competing demands.
Adaptability: Comfortable operating in fast-changing environments and managing the shift to hybrid working models.
Project Prioritization: Effective time management, multi-tasking, and the ability to focus on high-impact activities.
Negotiation: Confident negotiating skills to deliver value from vendors and suppliers while protecting organizational interests.
Attention to Detail: Diligent record-keeping, compliance tracking, and quality oversight of facilities work.
Change Management: Experience driving adoption of new workplace policies, technologies, or space configurations.

Education & Experience

Educational Background

Minimum Education:

Bachelor's degree in Facilities Management, Business Administration, Real Estate, Engineering, Environmental Health & Safety, or a related field — or equivalent relevant experience.

Preferred Education:

Bachelor's degree plus professional certifications such as IFMA FMP (Facility Management Professional), IFMA CFM (Certified Facility Manager), RICS, NEBOSH, PMP, or equivalent credentials.

Relevant Fields of Study:

Facilities / Real Estate / Property Management
Business Administration / Operations Management
Mechanical / Electrical / Civil Engineering
Environmental Health & Safety / Occupational Safety

Experience Requirements

Typical Experience Range: 3–8 years in facilities, workplace operations, or office/real estate operations roles.

Preferred:

5+ years experience managing multi-disciplinary facility operations or leading workplace programs in a corporate environment.
Demonstrated track record of managing vendors, budgets (OPEX/CAPEX), fit-out projects, and hybrid workplace transitions.
Experience with workplace data analytics, IWMS, desk-booking tools, and sustainability initiatives.
Prior people management experience and ability to work cross-functionally with HR, IT, Security, and Real Estate partners.