Workplace & Facilities Manager

Job Summary

We are seeking a highly organised and hands-on Workplace & Facilities Manager to oversee the operational excellence of our office and physical workspaces. This role combines strategic planning with day-to-day execution, ensuring our facilities are safe, efficient, and well-maintained while supporting cross-functional needs across teams, including sample management and studio support. The ideal candidate is a problem-solver, highly responsive, and experienced in leading physical operations in fast-moving environments.

Key Responsibilities

You will manage all aspects of building operations, including HVAC, lighting, plumbing, electrical systems, and vendor maintenance services, ensuring all are functioning efficiently and in compliance with health, safety, and building regulations. You will conduct regular walkthroughs to identify issues proactively, maintain documentation related to maintenance work and facility plans, and oversee related budgets and vendor contracts. In this role, you’ll also support office moves, workspace planning, and minor renovations. You’ll lead a team of Sample Coordinators, ensuring efficient organisation of samples within limited space, streamlining inbound/outbound sample logistics, and coordinating parcel deliveries with carriers like UPS, FedEx, and DHL. Additionally, you’ll maintain a clean and stocked office environment, ensure readiness of meeting and executive spaces, and partner with the Photo Studio Manager to keep the studio organised and operational. As the on-site liaison for building management, you’ll serve as the first point of contact for emergencies and manage out-of-hours response when required.

Basic Qualifications

• 8+ years of experience in workplace, facilities, or operations management.

• Hands-on experience overseeing building systems and coordinating maintenance or repairs.

• Strong working knowledge of health, safety, and building compliance standards.

• Demonstrated experience managing and developing a team, especially in coordinator or hourly roles.

• Experience with shipping, receiving, and physical inventory workflows.

• Bachelor’s degree in Facilities Management, Engineering, Business Administration, or a related field.

• Strong organisational and project management skills in a dynamic environment.

• Reliable and calm under pressure, with the ability to respond to off-hours facilities issues.

• Physically able and willing to assist with moving or lifting equipment and supplies.

Preferred Qualifications

• Experience in a retail, fashion, or e-commerce environment with exposure to sample room operations.

• Familiarity with maintaining creative workspaces such as photo studios or merchandising areas.

• Experience implementing sample inventory systems and donation/purging processes.

• Strong vendor management skills and experience negotiating contracts and service terms.

• Comfort working cross-functionally with merchandising, creative, and operational teams.

• Familiarity with facilities management tools (e.g., CAFM software) and sample tracking systems.

• Certifications such as FMP (Facility Management Professional) or CFM (Certified Facility Manager).