Workplace Operations & Experience Manager

We are looking for someone to take ownership of the daily operations and overall experience of Divar's workplace - someone who ensures the office is clean, ready, well-equipped, and dependable every single day, while continuously finding better ways to deliver services and make use of the workspace.

A significant portion of the services in this area are delivered through external contractors and vendors. Success in this role therefore depends above all on the ability to run day-to-day operations, manage contractors, establish clear standards, solve problems at their root, and drive improvement projects forward.

This person will report directly to the CHRO and, within the approved budget and standards, will have the authority and responsibility to design the service model, select solutions, improve processes, and recommend contractor selection or replacement.

Mission of the Role

To build a reliable, high-quality workplace that fits the way Divar's teams actually work - an environment that functions properly every day and supports focus, collaboration, and a better in-office experience.

The core focus of this role is running day-to-day operations to a high standard. Alongside that, we expect this person to proactively seek out improvement opportunities, get to the root cause of recurring issues, and continuously raise the level of service and the quality of the workplace.

Responsibilities

Operations & Service Quality

• Ensure workstations, meeting rooms, shared spaces, and pantries are ready every day.
• Manage the food, hospitality, beverage, and day-to-day pantry experience.
• Manage cleaning, catering, and other workplace service contractors, and monitor their performance.
• Define clear standards for Workplace services and ensure they are consistently upheld.
• Manage inventory and ensure timely supply of consumables and everyday essentials.
• Build a clear process for logging, prioritizing, tracking, and closing out requests and issues.
• Identify issues before they escalate into widespread disruption or recurring complaints.
• Analyze recurring issues and turn them into lasting fixes in process, contractor management, or the service model.
• Coordinate the response to workplace disruptions and follow through until service is fully restored.

Space Experience & Utilization

• Understand how teams actually use the office and translate their real needs into better decisions about space and services.
• Ensure the environment supports focus, collaboration, meetings, and everyday interaction.
• Monitor desk, meeting room, and shared space occupancy and utilization using available data.
• Use data, observation, and employee feedback to identify improvement opportunities.
• Propose, pilot, and implement changes to layout, space usage, furniture, meeting rooms, and the service delivery model.
• Measure the impact of changes and refine them based on actual usage and feedback.

Contractors, Projects & Budget

• Design the right outsourcing model for services, balancing quality, expertise, flexibility, and cost.
• Manage the full contractor lifecycle - from defining requirements and vendor selection through quality control and performance evaluation.
• Partner with Procurement, Finance, and Legal on service purchasing and contract management.
• Manage workplace-related projects, from layout changes and refurbishments to redesigns and relocations.
• Translate ambiguous needs into clear scope, timeline, budget, ownership, and deliverables.
• Drive projects from concept and feasibility through execution, delivery, and full punch-list closeout.
• Manage the Workplace budget with quality, experience, speed of execution, cost, and long-term value in mind.
• Provide clear visibility into the status of operations, costs, contractors, projects, risks, and decisions that need to be made.

Tools, Automation & AI

• This person is expected to treat digital tools, automation, and AI as a natural part of how they work - for example in analyzing data and feedback, managing requests, reporting, cost control, knowledge management, vendor evaluation, and reducing manual work and ad hoc follow-ups.
• The goal of using these tools isn't technology for technology's sake - it's building operations that are more transparent, faster, and more reliable.

Resource Consumption & Waste

• Reduce the consumption of resources and materials within Workplace's areas of control, without compromising service quality.
• Improve waste sorting and management processes, particularly around food, packaging, and single-use items.
• Implement practical, well-justified initiatives to reduce consumption and waste.

Cross-Team Collaboration

• Success in this role requires close collaboration with HR, IT, Finance, Procurement, Legal, and the teams responsible for building services and infrastructure.
• This person is expected to clearly recognize boundaries of responsibility, precisely define requirements, and effectively follow through on cross-team matters until they're resolved.
• On specialized matters - including HSE or technical issues - this person is expected to know when to bring in outside experts or consultants, and to properly manage scope and expected deliverables.

Requirements

• Relevant experience in Workplace Management, Workplace Operations, Office Operations, or a related field.
• Experience running a workplace at meaningful scale and complexity.
• Strong ability to manage day-to-day operations while maintaining quality down to the details.
• Experience managing contractors and outsourced services.
• Experience managing workplace-related projects.
• Ability to build processes, standards, and systems for recurring operations.
• Ability to turn ambiguous problems into concrete action plans and deliverables.
• Ability to juggle multiple workstreams with multiple stakeholders simultaneously.
• A data-driven mindset and the ability to use operational, cost, and employee experience metrics.
• Sound managerial judgment and the ability to make independent decisions in ambiguous situations.
• Strong negotiation skills and the ability to build productive professional relationships with contractors and internal colleagues.
• High follow-through and the ability to drive issues to full resolution.
• Hands-on, ongoing familiarity with digital tools, automation, and AI, and the ability to use them to improve operational quality and efficiency.

Nice to Have

• Experience designing or redesigning a Workplace model.
• Experience running a multi-floor workplace or one with a hot-desking / flexible seating model.
• Experience with major office relocations, fit-outs, or redesigns.
• Experience managing multiple specialized contractors at the same time.
• Experience designing outsourcing models and evaluating vendors.
• Familiarity with capacity and space utilization data analysis.

Benefits

• You'll have a great impact: Your contributions will be pivotal in our mission to serve millions of people.
• You’ll be part of a team that values craftsmanship, speed, and innovation.
• We offer health insurance, and a culture that values learning and autonomy.
• You’ll be surrounded by people who care about doing great work - and enjoy it along the way.