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About the Role

The Workplace & Office Manager is responsible for creating and maintaining a safe, professional, and engaging workplace environment across Allica Bank's UK offices. This role manages the day-to-day operations of London, Milton Keynes, and Manchester locations, ensuring consistent standards, excellent employee experience, and effective facilities management. The position requires collaboration with various departments to ensure efficient and safe office operations, ultimately supporting collaboration, productivity, and Allica's culture.

Responsibilities

Lead the day-to-day management of Allica's London office and oversee workplace operations across Milton Keynes and Manchester.
Ensure all offices are safe, welcoming, well-maintained, and operate to a consistently high standard.
Act as the primary point of contact for workplace, facilities, and office-related enquiries.
Manage meeting rooms, reception, visitor experience, post, deliveries, and office logistics.
Coordinate office moves, seating plans, and workspace utilization.
Develop, implement, and continuously improve workplace policies, standards, and procedures.
Manage relationships with landlords, managing agents, cleaning, catering, maintenance, security, and other workplace suppliers.
Coordinate planned and reactive maintenance across all locations.
Manage office equipment, stationery, and workplace consumables.
Negotiate supplier contracts and monitor service levels, performance, and costs.
Manage workplace budgets, purchase orders, invoices, and expenditure reporting.
Ensure compliance with Health & Safety legislation and internal policies across all sites.
Coordinate workplace risk assessments, statutory inspections, and compliance records.
Lead fire safety arrangements, including Fire Marshals, evacuation procedures, and training.
Coordinate First Aiders and workplace safety initiatives.
Maintain accurate compliance documentation and support business continuity planning.
Create an outstanding workplace experience for employees, visitors, and contractors.
Coordinate workplace onboarding for new joiners, ensuring office access, equipment, and workspaces are ready for day one.
Partner with the People and IT teams to deliver a seamless workplace onboarding experience.
Organize office events, celebrations, and employee engagement initiatives.
Provide day-to-day workplace support, ensuring colleagues have everything they need to work effectively from our offices.
Maintain workplace documentation, policies, and operational procedures.
Produce workplace reporting, budgets, and management information.
Identify opportunities to improve workplace efficiency, sustainability, and employee experience.
Ensure consistency of workplace standards across all three UK offices.

Requirements

Proven experience in Workplace Management, Office Management, or Facilities Management.
Experience managing multiple office locations.
Strong supplier, contractor, and stakeholder management experience.
Excellent organizational skills with the ability to manage competing priorities.
Strong communication and relationship-building skills.
Experience managing workplace budgets and invoices.
Good knowledge of workplace health & safety and compliance requirements.
Proficient in Microsoft Office 365.
A proactive, hands-on approach with excellent attention to detail.
Willingness to travel regularly to Milton Keynes and Manchester.
IOSH Working Safely or equivalent Health & Safety qualification (Desirable).
First Aid at Work qualification (Desirable).
Experience supporting office fit-outs, relocations, or workplace projects (Desirable).
Experience working within a regulated or financial services environment (Desirable).

Skills

Workplace Management
Office Management
Facilities Management
Supplier Management
Contractor Management
Stakeholder Management
Organizational Skills
Communication Skills
Relationship Building
Budget Management
Invoice Management
Health & Safety Compliance
Microsoft Office 365
Attention to Detail
Travel Coordination

Location

London, UK
Milton Keynes, UK
Manchester, UK

Work Type

Onsite (London office 5 days/week)
Hybrid
Flexible working

Experience Level

Proven experience required

Benefits

Full onboarding support
Continued development opportunities
Options for flexible working
Regular social activities
Pension contributions
Discretionary bonus scheme
Private health cover
Life assurance
Family friendly policies
Enhanced Maternity & Paternity leave

About the Company

Allica is the UK’s fastest growing company and the fastest-growing financial technology (Fintech) firm ever.
Our purpose is to help established SMEs, one of the last major underserved opportunities in Fintech.
Established SMEs are the backbone of local communities, representing over a third of our economy.
We are a diverse bunch with all kinds of experiences, backgrounds, and lifestyles.
Our openness and differences make us stronger.

Equal Opportunity

We want everybody to feel comfortable bringing as much of themselves to work with them as they like.