Workplace Experience Manager

Salary Range: 51000 to 66000 (Currency: GBP) (Pay period: per-year-salary)

WHAT YOU'LL DO

• Management:
Responsible for managing the Warsaw Workplace Coordinator.
Ensure the Warsaw Coordinator is completing daily duties and tasks for the Warsaw team.
Oversee the Amsterdam, Hamburg, Porto, Taipei offices and facilities.


• Office Operations & Facilities:
Act as the go-to contact for general office support, working closely with building management on cleanliness, maintenance, repairs and access control issues.
Submit and track tickets related to repairs, desk setups, and space improvements.
Conduct regular space audits to ensure the office remains tidy, functional, and well-stocked.
Coordinate internal moves, assist with desk resets, and manage setup tasks.
Support IT by assisting with basic tech troubleshooting (e.g., connecting monitors, managing cables, monitor and address conference room tech issues, ensuring seamless meeting experiences).
Maintain a safe, secure, and well-functioning work environment, ensuring all appliances and office equipment are in good working order.
Ensure full compliance with UK health and safety legislation, including fire safety, risk assessments, and building regulations; maintain accurate records and coordinate required inspections and certifications.
Support environmental and EHS (Environmental, Health & Safety) initiatives by promoting responsible resource use, maintaining recycling and waste management practices, and partnering with vendors that align with UK sustainability standards.
Maintain and regularly update emergency procedures, including first aid kit checks, fire warden coordination, evacuation protocols, and contributions to business continuity planning.
Stay informed about industry trends and best practices as it relates to managing the office.


• Food & Beverage:
Order and stock weekly snacks and beverages, maintaining kitchen cleanliness and supply levels.
Coordinate recurring lunch deliveries, manage order logistics, and handle clean up.
Maintain inventory of office supplies such as adapters, chargers, furniture, appliances, electronics and light stationery.


• Events & Employee Experience:
Coordinate and support onsite and offsite experiences including recurring events, executive visits, and ad hoc gatherings and All Hands Meeting Coordination.
Develop and uphold workplace standards and protocols in collaboration with the HR team to ensure a consistent and supportive office environment.
Collaborate with the People Team and leadership to plan and execute internal initiatives that foster engagement and connection.
Foster a positive and collaborative office culture that reflects the company's values and encourages teamwork.
Gather and analyze employee feedback to continuously improve office operations and foster a positive work environment. 
Serve as a go-to resource for employee inquiries, connecting individuals to the appropriate internal resources. 
Facilitate clear internal communications around events, office updates and workplace initiatives. 
Help Assist with travel coordination tasks like researching nearby hotel options and partnering with hotels to secure preferred corporate rates.


• Employee Office Onboarding Support:
Act as an in-office point of contact for new joiners with office-related questions.
Send a welcome email outlining key building and workplace details to help new hires successfully navigate the space.
Conduct office tours for new joiners and visiting guests.


• Administrative & Executive Support:
Provide administrative support including scheduling help for in-office meetings, coordinating vendor/customer visits, and assisting with office-related documentation.
Assist with onsite logistics during executive visits and company-wide events.
Partner with Executive Assistants for meeting setup, travel coordination, and office-hosted offsites.


• Vendor & Budget Coordination:
Manage vendor relationships (e.g., cleaners, catering, events, security, supply vendors), ensuring consistent service and performance.
Maintain confidentiality and support data protection protocols when handling internal or vendor-related information.
Maintain awareness of and ensure compliance with local employment regulations, GDPR, and relevant workplace legislation in partnership with HR and Legal.
Track office expenses and help manage budget planning in collaboration with Workplace and Finance teams.
Research and negotiate local vendor contracts to ensure cost-effectiveness and service quality.
Process invoices and payments in a timely manner and in accordance with Samba expense policy. 


• Global Workplace Support:
Provide regional coverage for global teammates when they’re out of office.
Participate in global projects such as workplace surveys and data gathering to help improve the employee experience.
Coordinate across time zones to ensure smooth collaboration with international workplace teams.


• Key Stakeholders:
Employees in the London region
People Team
Executives & Executive Assistants
Finance & Legal Teams
Building Management
IT Support
Global Workplace Team

WHO YOU ARE

• Warm, resourceful, and committed to delivering exceptional workplace experiences.
• Exceptionally organized with strong communication and follow-through skills.
• Proactive, detail-oriented, and comfortable working autonomously.
• Familiar with Google Workspace (Docs, Sheets, Calendar, Gmail); Slack experience is a plus.
• Confident managing vendors and performing light tech troubleshooting when needed.
• Adaptable to shifting priorities and excited to contribute to a high-functioning, globally connected workplace team.
• Passionate about fostering culture and community, with a focus on Samba people-centered experiences.
• Comfortable using internal systems and engagement tools (e.g., HRIS platforms or event tools) to support team operations.






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