Workplace Services Manager (m/f/d)

at  Flix

Join us for an exciting opportunity as a Workplace Services Manager (m/f/d) at Flix!
You’ll be at the forefront of managing and maintaining Flix Headquarters in Munich, ensuring their optimal functioning. We need your strong leadership skills to oversee services for the staff and for the physical building and drive continuous process improvement. In this role, you’ll handle day-to-day operations like furniture, space allocation, mail/shipping services, event planning, onsite café, and office refreshments. Collaboration will be key as you work with various departments across the DACH region, including Information Technology, Finance, Legal, HR, and Procurement. Be ready to manage vendors, assist in training new employees, and take charge of setting up new offices, while helping accomplish team goals with creativity and cost-effectiveness. Join our team and make a significant impact on our facilities’ success!
* This is an in-office position Monday to Friday regular business hours, occasional (rare) evenings required during office events or international calls/meetings, on-call for night and weekend office issues (issues rarely occur). Flex-time is an option.*

• Responsible for all day-to-day aspects relating to the management and maintenance of the soft services within the contract specification to the agreed performance, qualitative and financial targets.
• Overseeing 1-2 staff members and contracted maintenance functions across the site.
• Develop, manage, and review service contracts and ensures all services are performed according to contracts. This includes creating and implementing work-order tickets, planning, prioritizing, and responding & assigning work orders, and ensuring the quality of work.
• Manage food services in Munich building (vending, café, small events, and catering), partnering with other Flix offices to ensure parallel offerings.
• Maintains the condition of equipment, organise repairs/replacements as appropriate ensuring that all equipment is in safe working order, checked regularly to then procure necessary equipment, furniture, and supplies, to maintain the office condition and arranging necessary repairs.
• Create purchasing orders for facilities projects and liaison with Procurement to ensure compliance with policies and procedures.
• Manages relationships with vendors and building management.
• Plans, schedules and manages on-site local events, celebrations, and conferences, catering services and related budgets.
• Establishes and implements local and global office standards and procedures; measures result against standards; makes necessary adjustments.
• Assists in tracking and maintaining office list of employees, desk assignment, and contact information.
• Partner with HR & Legal to update and maintain compliant office practices and notices as necessary.
• Partner with HR in the onboarding process for new hires and coordinate with IT department on all new hire build outs and office equipment.
• Interact with employees, visitors and contractors with poise and diplomacy with a Customer Service / Hospitality focus.
• Manage contract and price negotiations with office vendors and service providers as needed and in partnership with Finance.
• Manage allocated budget, ensuring accurate and timely reporting, and conciliating spending tracking.
• Communicate regularly with customers regarding status updates and service requests, ensuring all requests are handled promptly, professionally, and services are tailored to the individual.
• Assist with building wide communications and reports.
• Address employee queries regarding office management issues (e.g., office supplies, meeting supplies, furniture, etc.).
• Liaise with facility management vendors, including catering, and event services.
• Serve as an ambassador for the client brand and promote a positive brand image.