Workplace Manager

Workplace Manager

Warsaw | Permanent

Pinsent Masons is a forward-thinking, international law firm which prizes the values of excellence, approachability and mutual respect.

This role is based 5 days per week at our Warsaw office with working hours of 9.00am - 5.15pm with flexibility required to meet the needs of the business. As an inclusive employer, we are willing to consider flexible working requests.

The opportunity

Join a team where your expertise truly matters. Pinsent Masons is looking for a Workplace Manager to lead the onsite team providing reception and facilities services within the Warsaw office to ensure that the workplace is safe, fully operational and consistently ready for colleagues and clients.

• Oversee workplace operations, facilities services, and health & safety compliance, ensuring a safe, efficient, and well-maintained working environment.
• Partner with business support and technology teams to resolve day-to-day operational issues and deliver high-quality workplace support to lawyers and staff.
• Lead and support workplace projects, including office moves, refurbishments, space planning, contractor management, and regulatory compliance.
• Drive continuous improvement through staff training, process standardisation, digitisation initiatives, and the implementation of workplace best practices.

At Pinsent Masons, your career is exceptional by design - intentionally shaped to support high performance, meaningful development and long-term progression.

What you’ll do

Bring your experience to the table and play a key role in the success of our firm, building trusted relationships and delivering meaningful impact, including:

• Lead the day-to-day management of workplace and facilities operations, ensuring a safe, efficient and professional office environment.
• Manage facilities service providers and key contracts, including maintenance, cleaning, waste management, security, and workplace systems.
• Oversee office budgets, identify cost-saving opportunities, and ensure services are delivered effectively and within budget.
• Build strong relationships with landlords, contractors, and internal stakeholders to support smooth office operations.
• Lead, develop and manage Facilities and Reception teams, driving high performance and exceptional service standards.
• Ensure an outstanding client and employee experience through the effective management of reception, hospitality, meeting rooms, and office services.
• Drive workplace projects including office moves, refurbishments, space planning, and workplace improvement initiatives.
• Support business continuity and resilience planning, ensuring the office is prepared for operational disruptions and emergency situations.
• Ensure compliance with health, safety, environmental and regulatory requirements, promoting a safe and positive workplace culture.
• Produce management reporting, standardise processes, and champion continuous improvement and operational excellence across the office.

What you’ll bring

To thrive in this role, you'll need to bring:

• Relevant qualification in Facilities, Workplace Management, Health & Safety, or a related discipline (IOSH/NEBOSH preferred).
• Previous experience managing workplace, facilities, or office operations within a professional services or corporate environment.
• Strong organisational and project management skills, with the ability to manage multiple priorities and deadlines.
• Excellent communication skills in English, with the ability to build relationships at all levels.
• Confidence and credibility when working with senior stakeholders, combined with a practical, service-oriented approach and willingness to address workplace issues directly, regardless of size.
• Proficient in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Proven ability to manage suppliers, budgets, and operational processes effectively.
• A practical, hands-on approach with strong problem-solving skills and attention to detail.
• Experience leading, developing, or supervising teams to deliver exceptional service.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Proactive, adaptable, and collaborative, with a strong customer-service mindset and commitment to continuous improvement.

Why Pinsent Masons

Our “exceptional by design” approach means we’ve deliberately shaped a firm where you can do your best work. We combine meaningful work, clear expectations and the support to build a career that works for you. Why join us?

• Meaningful work, real impact - the opportunity to contribute to initiatives and projects that have a genuine impact on our clients and the success of a leading international law firm.

• A firm that backs your growth - clear expectations, structured development and real investment in helping you reach your potential.

• A progressive culture - collaborative, inclusive and forward-looking, with the space to innovate and do your best work.

Our benefits package is competitive and reflects our determination to support our people in achieving their full potential. You know what’s important to you and that’s why we offer flexible benefits where we can, allowing you to choose what matters most. Amongst our benefits are:

• 26 days holiday

• Bonus Scheme

• Pension Scheme

• Gym Allowance

• Life Assurance - Death in service

• Family leave and carers leave

• Private Medical Insurance

• Health, lifestyle and wellbeing benefits

What happens next?

Once your application has been submitted and reviewed, our Talent Acquisition team will share the outcome with you by email.

We typically hold two interview stages providing the opportunity to meet different members of the hiring team at each stage. The first stage is typically conducted virtually and the second stage typically in person at the office in which the role would be based. However, we strive to remain flexible depending on the requirements of the role or the candidate.

Our commitment

At Pinsent Masons, we are committed to recruiting and retaining the best talent and building an inclusive and fair workplace. We value the strength that comes from different experiences and strive to create an environment where everyone feels they belong.

We welcome applications from all suitably qualified candidates and are dedicated to ensuring equitable opportunities throughout our recruitment processes. In line with local laws and cultural contexts across the jurisdictions in which we operate, we encourage people of all backgrounds, identities, and lived experiences to apply.

If you need reasonable adjustments or accommodations to participate in our recruitment process or to perform the role, please tell us, we will work with you to identify a suitable approach.