Job Description

IT & Office Manager – Warsaw

Location: Warsaw

Contract: Full-time

This is a pivotal, hands-on role at the heart of our Warsaw office.

As IT & Office Manager, you will take ownership of the day-to-day delivery of our workplace, facilities, client services and on-site IT support - ensuring the office runs smoothly, safely and efficiently for colleagues and clients alike. Working closely with Business Operations and central support teams, you will help create a modern, well-run and welcoming workplace experience that supports the firm’s wider ambitions.

This role is ideal for someone who enjoys variety, responsibility and visibility, and who takes pride in delivering high service standards in a professional services environment.

Please note that whilst we have advertised this position as IT & Office Manager, internally you will be known as Workplace Manager.

What you’ll be doing

Facilities management

• Overseeing all hard and soft services, including HVAC, cleaning, waste, archiving and security systems
• Managing facilities budgets, supplier contracts and service performance
• Maintaining the office environment, equipment, access control, CCTV and asset records
• Reviewing facilities processes, maintenance activity and environmental reporting
• Coordinating property-related projects such as space planning, refurbishments, moves and change initiatives
• Acting as the key liaison with landlords and building management on day-to-day operations and permits

Client services

• Managing reception, hospitality, meeting rooms and switchboard services
• Ensuring a consistently high standard of service and auditing front-of-house delivery
• Overseeing resourcing, training and development of the reception team
• Leading AV and VC support and managing the meeting room booking system (Condeco)
• Acting as the primary point of contact for internal and external client service issues

IT support

• Providing on-site second-line IT support, including onboarding, workstation setup and AV/VC assistance
• Managing IT equipment, stock levels and asset registers, logging all activity in HaloITSM
• Working closely with the IT Support Manager EMEA and wider Tech Services teams on escalations
• Supporting minor technical troubleshooting and preventative maintenance

Business resilience & continuity

• Maintaining and supporting local Business Continuity and Resilience plans
• Participating in testing and resilience exercises
• Managing the Everbridge system for the Warsaw office

Procurement, projects & reporting

• Partnering with Procurement and Facilities leadership to source goods and services
• Managing office budgets, monitoring spend and identifying cost-saving opportunities
• Leading or supporting fit-outs, space utilisation and operational projects
• Chairing operational working groups and preparing management information
• Producing monthly reports for the Head of Office and Head of Facilities EMEA

Health, safety & environment

• Ensuring compliance with health and safety policies and local regulations
• Conducting regular risk checks and maintaining signage, fire plans and incident records
• Supporting first aid provision and delivering safety-related training

What we’re looking for

• Proven experience across facilities, client services and workplace operations within a corporate or professional services environment
• A recognised Health & Safety qualification (NEBOSH or IOSH)
• Strong IT literacy, with confidence using Microsoft Outlook, Word, Excel and PowerPoint
• Excellent English and local language skills
• Strong organisational, communication and stakeholder-management skills
• Confidence working autonomously, managing competing priorities and handling sensitive information
• Project management certification (e.g. Prince2 or Six Sigma) (desirable)

Our commitment

We are committed to building an inclusive and fair workplace where everyone feels they belong. We welcome applications from all suitably qualified candidates and encourage people of all backgrounds and experiences to apply. If you need adjustments at any stage of the recruitment process or in the role, we will work with you to find a suitable approach.