Main Responsibilities and Required Skills for a Workplace Manager
A Workplace Manager is a professional who plays a crucial role in overseeing the operations and overall functioning of a workplace environment. They are responsible for creating a productive and efficient work environment that meets the needs of both employees and the organization. In this blog post, we will describe the primary responsibilities and the most in-demand hard and soft skills for Workplace Managers.
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Main Responsibilities of a Workplace Manager
The following list describes the typical responsibilities of a Workplace Manager:
Add
Add creativity, fun and a smile to all you touch.
Address
Address and resolve workplace conflicts or issues.
Anticipate
Anticipate internal clients needs and proposes creative business solutions.
Arrange
Arrange team and employee welfare activities to promote team building and well-being.
Assign
Assign buddies for new team members to ensure team work, consistency & rationalization of the team.
Assist in
Assist in the development of capital budgets for the property.
Build
Build strong internal relationships with our employees, partner teams and key stakeholders.
Collaborate with
Collaborate with department heads to understand their needs and requirements.
Conduct
Conduct employee satisfaction surveys and analyze the results.
Conduct or approve performance evaluations for staff.
Conduct regular workplace inspections and assessments.
Coordinate
Coordinate and monitor the contractor management program.
Coordinate and oversee facility maintenance and repairs.
Coordinate and oversee office events and celebrations.
Coordinate employee onboarding and offboarding processes.
Coordinate office relocations or renovations.
Create
Create a fun and impactful client engagement strategy to facilitate better user experience.
Create and maintain budgets and project schedules.
Create and present high-level, high-visibility projects to the leadership team.
Define
Define the operational scope and develop tender documents for Annual Maintenance Contracts.
Define the technical, commercial terms and conditions.
Develop
Develop and deliver training programs on workplace safety and policies.
Develop and enhance internal tools, processes and guidance materials.
Develop and implement workplace ergonomics programs.
Develop and implement workplace policies and procedures.
Develop and lead a dynamic.
Develop and maintain positive working relationships with property management team.
Develop and maintain vendor relationships.
Develop and sustain a high-quality well motivated team.
Develop guidelines and strategies to protect health and safety of staff.
Drive
Drive and report on workplace team sustainability efforts associated with our offices and services.
Drive the team to meet all key performance indicators as set out in the Account plan & SLA.
Drive workplace contract reviews and partner with workplace team leaders to manage the team budget.
Engage
Engage with guests, employees and key stakeholders.
Ensure
Ensure all escalations are effectively managed and promptly resolved.
Ensure compliance with data protection and privacy regulations.
Ensure compliance with health and safety regulations.
Ensure consistent presentation and function of high quality office space and operations.
Ensure critical operations and sites are identified and addressed on a timely manner.
Ensure effective communications and reporting to clients' on operation matters.
Ensure feedback from client sessions is recorded and actioned to the satisfaction of the end user.
Ensure team is driving vendors to meet.
Ensure that Account Management is informed immediately of any Critical Performance incidents on site.
Ensure that all contracts at the site are delivering the required service at the correct cost.
Ensure the monthly performance report is generated to meet SLA standards.
Ensure the Operational Risk Management process is implemented and maintained.
Ensure the team is well trained on all facilities policies, procedures and systems.
Ensure vendors are well-managed, delivering services on time and within budget.
Evaluate
Evaluate and recommend improvements to office operations and processes.
Evaluate service response time and analyze occupants' service request trends and suggestions.
Evaluate the team deployed by Vendors on site to ensure correct level and scale of resources.
Foster
Foster a positive work environment and promote employee engagement.
Hire
Hire, train and motivate facility personnel.
Identify
Identify and fill staffing needs.
Identify area of development for his / her staff.
Implement
Implement and manage office technology systems.
Implement and monitor sustainability initiatives.
Lead
Lead and assist teams in the management of all programs, including but not limited to, health.
Lead in identifying and implementing Service provider opportunities for operational efficiency.
Leverage
Leverage diversity and inclusion as a tool to design and implement employee programs and services.
Liaise
Liaise with facility management vendor, including cleaning and security services.
Liaise with other Workplace teams including Workplace Tech.
Maintain
Maintain positive staff relations.
Maintain the first line of defense by operating risk controls assigned to the individual.
Manage
Manage all contracts to ensure they are reviewed on a regular basis and are bid out as required.
Manage and allocate workspace for employees.
Manage and coordinate office cleaning and maintenance services.
Manage and supervise administrative support staff.
Manage a small team focused on programs and community engagement in the workplace.
Manage contract workers schedules and ensure that they are in accordance with local laws.
Manage multiple vendors including hard and soft service to deliver on time and within budget.
Manage office equipment and supplies inventory.
Manage and oversee office services (Soft & Hard) as part of the scope delivered.
Manage third party services to ensure that they are professionally delivered at the right cost.
Manage vendor relationships, budgets, purchases, standard operating procedures, and documentation.
Monitor
Monitor and analyze key performance indicators related to workplace efficiency.
Monitor and control office expenses and budgets.
Monitor provider's progress to meeting our standard.
Operate
Operate a computer and other office productivity machinery.
Oversee
Oversee office security measures and protocols.
Oversee office space utilization and optimization.
Oversee the Workplace Operations budget.
Partner with
Partner with Finance on all items.
Perform
Perform review and analysis of special projects and keep the management properly informed.
Plan
Plan and execute emergency preparedness procedures.
Plan and execute meetings and events in partnership with local teams.
Prepare
Prepare reports and presentations on workplace operations for senior management.
Provide
Provide appropriate monthly / quarterly / annual reporting and management reports as required.
Provide a responsive and pro-active service via seamless interface with all involved parties.
Provide support and guidance to employees regarding workplace policies and procedures.
Report
Report critical & key performance measurements & achieve targets.
Report / resolves any workplace, maintenance and / or cleaning issues promptly.
Respond to
Respond positively and promptly to requests from building tenants and occupants.
Review
Review operational SOP's & propose / make changes as part f continuous improvement.
Service-Minded
Service-Minded and strong customer service focus, flexible and open to new ways of doing business.
Stay updated with
Stay updated with industry trends and best practices in workplace management.
Stay up to date on workplace trends and best practices across the industry.
Strive
Strive to "delight” the Client in all aspects of service delivery.
Support
Support bidding processes of the central JLL IFM team in London for new IFM clients.
Support new business opportunities of JLL.
Support the vendor onboarding process for new vendors to meet our accounting process requirements.
Understand
Understand all aspects of any lease / licences that may impact the operation of the property.
Verify
Verify that invoices match contract pricing.
Write
Write, review and support the documentation of team SOPs and report on workplace ticketing SLAs.
Most In-demand Hard Skills
The following list describes the most required technical skills of a Workplace Manager:
Facility management software proficiency.
Project management skills.
Knowledge of health and safety regulations.
Budgeting and financial management skills.
Proficiency in space planning and utilization.
Familiarity with building codes and regulations.
Strong organizational and time management skills.
Technical knowledge of office equipment and systems.
Data analysis and reporting skills.
Proficiency in using workplace management tools and software.
Knowledge of sustainability practices and green building concepts.
Understanding of ergonomics principles.
IT skills for managing office technology systems.
Vendor management and negotiation skills.
Proficiency in conducting workplace inspections and risk assessments.
Familiarity with emergency response procedures.
Knowledge of audiovisual systems and equipment.
Understanding of access control and security systems.
Ability to interpret architectural and engineering drawings.
Proficiency in using office productivity software (e.g., Microsoft Office suite).
Most In-demand Soft Skills
The following list describes the most required soft skills of a Workplace Manager:
Strong communication and interpersonal skills.
Leadership and team management abilities.
Problem-solving and decision-making skills.
Adaptability and flexibility.
Customer service orientation.
Conflict resolution and mediation skills.
Ability to prioritize and multitask effectively.
Attention to detail and accuracy.
Relationship building and networking skills.
Emotional intelligence and empathy.
Conclusion
A Workplace Manager plays a vital role in ensuring the smooth operation of a workplace environment. They are responsible for a wide range of tasks, from managing facilities and budgets to fostering employee engagement and promoting a positive work atmosphere. To excel in this role, Workplace Managers require a combination of technical skills, such as facility management and project management, as well as essential soft skills like communication and leadership.
