IT and Office Manager

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 systemsManaging facilities budgets, supplier contracts and service performanceMaintaining the office environment, equipment, access control, CCTV and asset recordsReviewing facilities processes, maintenance activity and environmental reportingCoordinating property-related projects such as space planning, refurbishments, moves and change initiativesActing 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 servicesEnsuring a consistently high standard of service and auditing front-of-house deliveryOverseeing resourcing, training and development of the reception teamLeading 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 assistanceManaging IT equipment, stock levels and asset registers, logging all activity in HaloITSMWorking closely with the IT Support Manager EMEA and wider Tech Services teams on escalationsSupporting minor technical troubleshooting and preventative maintenance Business resilience & continuity Maintaining and supporting local Business Continuity and Resilience plansParticipating in testing and resilience exercisesManaging the Everbridge system for the Warsaw office Procurement, projects & reporting Partnering with Procurement and Facilities leadership to source goods and servicesManaging office budgets, monitoring spend and identifying cost-saving opportunitiesLeading or supporting fit-outs, space utilisation and operational projectsChairing operational working groups and preparing management informationProducing monthly reports for the Head of Office and Head of Facilities EMEA Health, safety & environment Ensuring compliance with health and safety policies and local regulationsConducting regular risk checks and maintaining signage, fire plans and incident recordsSupporting 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 environmentA recognised Health & Safety qualification (NEBOSH or IOSH)Strong IT literacy, with confidence using Microsoft Outlook, Word, Excel and PowerPointExcellent English and local language skillsStrong organisational, communication and stakeholder-management skillsConfidence working autonomously, managing competing priorities and handling sensitive informationProject 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.