Office Operations Manager

For Linklaters Warsaw, we are currently recruiting for the Office Operations Manager role.

Strategic office and facilities management

• Lead strategic planning of office space in Warsaw, working closely with senior stakeholders to understand current and future business needs.
• Design, plan and oversee new office space set-up, including layout, workplace standards, operational readiness and employee change management.
• Provide expert recommendations on workplace strategy and office developments to the LGS Warsaw Core Management Team and other senior stakeholders.
• Monitor office space and facilities to ensure they remain safe, compliant, efficient and aligned with evolving business requirements.

Workplace experience and office environment

• Ensure excellent coordination of reception services and help create a welcoming, professional environment for employees and visitors.
• Contribute to the design and continuous improvement of the Warsaw office, with a focus on ergonomics, functionality, employee experience and future growth.
• Bring fresh ideas and market insight on modern workplace solutions and technologies that support collaboration, hybrid working and expansion.
• Use employee feedback and data to identify improvements, optimise costs and enhance comfort, wellbeing and productivity.

Supplier and cost management

• Take ownership of selected facilities- and operations-related suppliers and contracts, from sourcing and selection through to performance management and exit where needed.
• Embed firmwide responsible supplier management principles and environmental, social and governance considerations in supplier selection and ongoing evaluation.
• Optimise supplier performance, service quality and spend to ensure value for money and alignment with firm standards.
• Ensure office supplies and key workplace services are available and managed in a cost-effective way.

People leadership

• Lead and support team members by setting clear objectives, defining priorities and fostering a high-performing, service-oriented culture.
• Manage, coach and develop junior team member(s), providing regular feedback and encouraging growth and development.
• Allocate team resources effectively to respond to changing business needs and service expectations.
• Role model collaborative behaviours and build strong relationships with stakeholders in Warsaw and across the wider Linklaters network.

Operational support

• Act as backup for the LGS Warsaw Office Assistant during absences, ensuring continuity of office administration, reception services and personal assistant support for the Head of LGS Transformation & Service Delivery and other key managers as required.

• Have 3-5 years of experience in a similar role within an international, matrix organisation.
• Have people leadership experience, including setting goals, managing performance and coaching or developing team members.
• Have delivered office set-ups or major refurbishments, including coordination, stakeholder management and change management.
• Build strong relationships with senior stakeholders and influence effectively across functions.
• Can manage multiple projects and priorities in a fast-paced environment, with strong organisational skills and close attention to detail.
• Take a proactive, solution-oriented approach, work independently and drive continuous improvement with a strong sense of ownership.
• Bring a positive, professional mindset and a strong service focus.
• Communicate fluently in English and Polish, both spoken and written.
• Use Microsoft Office tools confidently, including Excel.
• Have experience in supplier and contract management, and in events delivery.
• Understand ESG principles and have experience supporting related initiatives.
• Have an understanding of ISO standards and related certification processes.

At Linklaters

• We offer a truly global work experience and the opportunity to be involved in strategic projects that drive innovation and shape the future of our business
• We belong to a firm that embodies its corporate social, environment and governance responsibility commitments
• We celebrate diversity, equity and inclusion so our people can bring themselves to work
• We advocate speak-up culture to empower our people in sharing their voices and an open-door policy to ensure they are listened to
• We invest in custom-fit career paths for our people in line with their talents and aspirations
• We provide agile working solutions to meet the changing needs of our people and our business
• We are committed to people first relationships based on mutual trust, respect and appreciation
• We support the health and wellbeing of our people, providing a safe space to talk about emotions and mental health with access to expert advice as needed
• We invest in developing leaders of the future who demonstrate emotional intelligence and a passion to discover, coach and develop the talents of others

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