Workplace Services Manager

Owen 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 responsibilities Service 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 experience Essential 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.