Workplace Manager

TBWA\Media Arts Lab is the bespoke global agency for Apple and only Apple. We think different to create impact for the world's most iconic brand. 

Our Workplace Manager will be the heartbeat of our London office. You’ll help shape not just how our office operates, but how it feels, ensuring it’s organised, welcoming, secure and a place people genuinely enjoy coming to.

This role offers real breadth, from office development and budgeting to travel coordination, supplier management, and supporting People initiatives. You’ll work closely with senior leaders and colleagues across the business, acting as a trusted go-to person and ensuring everything behind the scenes runs smoothly.

This role suits someone who is proactive, solutions focused and takes real ownership. Senior leaders and colleagues alike will rely on you, so being dependable, responsive and proud of the detail matters as much as the big ideas. If that sounds like you, it’s a role with impact, visibility, and the opportunity to help shape our office.

The Work 

Responsibilities will include: 

Workplace Operations & Office Management: 

• Take ownership of the day-to-day operation and ongoing development of the London workplace, ensuring a professional, welcoming and well-run environment.
• Act as the key agency contact for workplace and building matters, working closely with facilities, security, building management and other partners.
• Oversee workplace administration, suppliers, expenditure and service delivery, identifying opportunities to improve efficiency, cost and employee experience.
• Provide guidance and support to the receptionist, acting as an escalation point and helping maintain consistently high workplace standards.
• Work collaboratively with senior stakeholders across departments on workplace, wellbeing and engagement initiatives.
• Coordinate building services requirements alongside facilities lead while ensuring minimal disruption to business operations.

Workplace Projects & Development: 

• Lead and coordinate workplace projects including office improvements, refurbishments, moves and changes.
• Work with senior management and relevant partners on workspace planning, layouts, furniture, space utilisation and future workplace requirements.
• Coordinate contractors and stakeholders to ensure projects are delivered effectively with minimal disruption to the business.
• Identify opportunities to continuously improve the workplace environment and ways of working.

Health & Safety & Security: 

• Coordinate workplace Health & Safety and security requirements in partnership with Security, Facilities and building management.
• Maintain relevant workplace documentation, processes and records, supporting compliance with company and legislative requirements.
• Act as a key workplace contact for security matters and incidents, escalating and coordinating action with the appropriate teams.
• Support workplace audits, training and the continuous improvement of Health & Safety and security practices.

Employee experience and Events:

• Lead the planning and delivery of London office events, including social, charitable and employee engagement activities.
• Partner with internal stakeholders (EA/HR/Senior Management/department leads) on culture, wellbeing and employee initiatives.
• Help create an engaging, inclusive and professional workplace experience for employees, clients and visitors.

Business & Executive Support:

• Provide Executive Assistant support when required, including diary and meeting coordination, stakeholder liaison and cover for the Executive Assistant during periods of absence.
• Support senior management with business administration, projects and changing priorities, handling confidential information with discretion.
• Coordinate business travel arrangements for agency employees, including approvals and communication of travel details.

Ad Hoc:

• Support wider business and workplace projects as required, adapting to changing priorities.

• Proven experience in workplace management is essential.
• Excellent organisational and multitasking skills, with strong attention to detail.
• Strong interpersonal skills and confident interacting with people at all levels of seniority.
• Ability to work autonomously, prioritise tasks, and meet deadlines in a fast-paced environment.
• Proven experience planning and delivering workplace events and employee engagement initiatives, from large seasonal celebrations to everyday team.
• Excellent working knowledge of Microsoft Office, Pages, especially Microsoft Excel & Numbers.
• Experience providing Executive Assistant support, including diary and meeting coordination and stakeholder liaison, and comfortable covering during periods of absence.
• Experience in managing office moves.
• High regard for confidentiality.
• Flexible, can adapt to manage new priorities as they arise and willing to get stuck in.
• Pro-active, a self-starter who works well on their own initiative.
• Solutions orientated with natural problem-solving skills.
• Highly organised, efficient and able to multi-task and remain calm under pressure.
• Strong knowledge of security best practice.
• Proficiency in handling basic finance-related tasks, such as budgeting and expense tracking.
• Strong knowledge and practical experience of workplace Health & Safety, with confidence supporting compliance, audits and safe working practices. A relevant Health & Safety qualification would be beneficial but is not essential.

Don't Hesitate to Apply
We encourage you to apply even if the role doesn’t align perfectly with your experience or expectations. If you’re excited about the position or about working at Media Arts Lab and think you can make an impact, we’d love to hear from you.

Media Arts Lab is an equal opportunity employer. We value diverse backgrounds and are committed to finding the best fit for the role, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other legally protected characteristic.