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Workplace Manager, UK & EMEA

Xero

Xero

London, UK
Posted on Wednesday, July 10, 2024
Xero is a beautiful, easy-to-use platform that helps small businesses and their accounting and bookkeeping advisors grow and thrive.
At Xero, our purpose is to make life better for people in small business, their advisors, and communities around the world. This purpose sits at the centre of everything we do. We support our people to do the best work of their lives so that they can help small businesses succeed through better tools, information and connections. Because when they succeed they make a difference, and when millions of small businesses are making a difference, the world is a more beautiful place.
How you’ll make an impact
As Workplace Manager your mission will be to “.........provide exceptional support services within beautiful work environments that inspire and enable staff to create beautiful outcomes.
Your role will encompass implementation of the team’s strategies for achieving continual improvement of the workplace. This will include all elements of facilities management, how people interact with our space, its technology and how the space enables people to interact with each other to strengthen our amazing culture.
Working with the guidance of the Director of Workplace Experience and in collaboration with local leaders to understand future space needs and implement plans to meet these needs. Your remit will span all stages of the real estate life-cycle, including leading and assisting with: multi-year accommodation plans, business cases, space sourcing, lease negotiation, design, fit out, project management and lease disposal.
You and your team will be responsible for the delivery of services required to operate Xero’s office space and the support of other business functions, which will include; facilities maintenance management (preventative/reactive), space management, promoting the behaviours needed for success with our Activity Based Working approach, reception, hospitality services, physical security, travel, building management, health, safety, environmental, sustainability and security initiatives.
You’ll demonstrate extensive and relevant experience in facilities, compliance, monitoring, maintenance and financial management. Working with our various staff and contractors will require excellent personal skills and a proven ability to build strong relationships.
You will work closely with your peer Workplace Managers to deliver a consistent and aligned approach to workplace experiences. You will build strong relationships with local People Experience and Internal IT teams to promote communication and collaboration which allows these vital teams to provide complementary services that deliver world-class experiences at Xero.
To be successful in this role you will draw on your experience within facilities/workplace management with strong financial management and have an inquisitive nature which compels you to always question how we could do things better. You will revel in finding ways of doing things that makes our jobs easier and improves the service we offer and leads to a better workplace experience for the people of Xero.
What you’ll do
Lead and support your Workplace team in delivering a world-class workplace and experience for staff and visitors, ensuring a common approach to align with the team’s strategy, across the local property portfolio while achieving a quality work environment in a cost effective manner.
Build and maintain relationships with key stakeholders across the business, providing insight into team and space requirements, as well as education and support to the business around our current Activity Based Working model.
Assist the Workplace Experience team in providing support and assistance to staff in the regions offices.
Regularly review supplier relationships/arrangements and make recommendations on opportunities for improvement.
Lead the negotiation and management of service contracts to ensure services are delivered within the approved budgets and standards.
Provide regular reporting and analysis on contracts and spend to identify opportunities for improvement.
Help with the creation and management of OPEX & CAPEX budgets for the region ensuring all financial policies and processes are followed, including purchase ordering, invoicing, expense claims and DFA.
Implement and maintain processes, as appropriate, for all sites that ensure all areas are well presented, stocked and maintained. Liaise with internal staff and external contractors, to ensure that all user needs will be met and that maintenance projects are undertaken in line with team strategy and in a cost effective manner.
Manage the processes and management systems for ensuring compliance with health, safety, environmental and security legislation and company requirements. Manage the implementation, monitoring and provision of reporting on health, safety, environmental and security performance within each office.
Assist with property acquisition, disposal and lease negotiations as required. Lead fit out and build work projects within the regions as required.
Success looks like
Developing and managing a successful Workplace team which consistently delivers great service, quality accommodation and empowers Xero staff to deliver a world leading product to our customers.
Timely provision of reporting and analysis to allow for informed decision making to support improvements in service levels to the business and/or reduce or mitigate cost to the business
All offices are compliant with local health, safety, environmental and security legislation and company requirements.
Timely and cost effective completion of projects, including the delivery of major office search, design, construction, and move projects
Cultivate and maintain positive and productive relationships within your team, the wider WX team as well as with both internal and external stakeholders
Live, breath and promote the Xero Values with the Workplace Experience Team and the wider business to support the Xero culture.
What you’ll bring with you
Critical competencies
- Business Insight. Shares and discusses industry developments, and uses insights in trends to enhance initiatives.
- Collaboration Can initiative and drive collaborative behaviours at the team level, and cross-functionally. Ability to solicit ideas and inspire engagement from others.
- Plans & Aligns. Can develop agile plans at a team level, and allocate resources for elevated integration and alignment.
- Ensures accountability. Takes ownership for team outcomes and can foster mutual accountability among team members. Uses feedback loops for continuous growth and improvement.
- Customer Experience. Proficient in delivering exceptional customer service to foster a customer-centric culture.
- Communicates effectively. Advanced communication skills, can influence and persuade others through effective communication techniques and methodology. Adapts style to suit cultural and organisational context
- Project Management Can independently lead complex initiatives and lead change for large projects that affect customer experiences and behaviour
- Flexibility and Adaptability, Resilience Can maintain purpose under pressure and effectively navigate ambiguity in complex environments. Has exceptional resilience skills and can swiftly adapt to change at the business level.
- Systems Thinking & Integration Has deep systems thinking expertise, can analyse complex systems and anticipate behaviour or friction. Can solve challenges in a dynamic environment.
- Facility Management. Advanced competency in building management processes and senior level relationships. Can lead capital projects through its life-cycle including contractual obligations, compliance, risk and budget responsibility.
Experience
- Extensive experience of facilities/workplace management and events or experiences across multiple sites.
- 3 years Experience in staff management.
- Experience in managing front of house functions.
- Two years experience in managing office relocations/reconfigurations.
- Project management experience in commercial fit outs or similar environments.
- Two years experience in contract management to ensure service level agreements are maintained.
Why Xero?
Offering very generous paid leave to use however you’d like (plus statutory holidays!), dedicated paid leave to care for your physical and mental wellbeing as well as an Employee Assistance Program to access mental health care for you and your family, private medical insurance, gym passes, employee resource groups, 26 weeks of paid parental leave for primary caregivers, an Employee Share Plan, beautiful offices, flexible working, and many other benefits that reflect our human value, you’ll do the best work of your life at Xero.
Research has shown that women and underrepresented groups are less likely to apply to jobs unless they meet every single competency or experience . If you are excited about this role, but your past experience doesn't align perfectly, we encourage you to apply anyway. You could be just the right person for this role and Xero. If you have any support or access requirements, we encourage you to advise us at time of application and throughout the interview process.