Workplace Manager in London

The Whisky Exchange, founded in 1999 by Sukhinder and Rajbir Singh, is an independently managed business and a recent addition to the Pernod Ricard Group since November 2021.

The Whisky Exchange is a trusted, premium focused, omni-channel spirits specialist sharing its passion and knowledge with consumers around the world, employing more than 200 people. It operates via various channels:

• a multi-award-winning website selling over 5000 whiskies, spirits, liqueurs, and champagnes to over 65 countries around the world,
• a premier supplier (Speciality Drinks) of premium whiskies, spirits, and champagnes to the most prestigious UK on-trade venues
• three flagship stores, ideally located in Central London, bringing a shop window to TWE website with an extensive variety of products on shelf, expert advice, and services (Click & Collect, masterclasses, trainings, and tastings)
• the most trusted dealer of old & rare spirits to collectors, investors, spirit connoisseurs and corporates
• one of the leading online auction players (whisky.auction) in a fast-growing secondary market for whiskies, other spirits, and wines
• an event team organizing the UK's leading whisky, Champagne, Cognac and rum shows, opportunities to share a passion for spirits and educate customers through recognised events bringing together brands, collectors and spirits lovers.

We pride ourselves on our imagination, creativity, and ability to source and sell fantastic spirits across the globe. We love what we do, and we would love you to come and join us.

We have an opportunity for a Workplace Manager to join our busy, growing company. In this standalone role reporting to the Operations Director, you will be responsible for the facilities management of The Whisky Exchange workplaces, which include three shops, our warehouse and our office. Regular duties include inspection projects, execution of repairs and maintenance to ensure our sites are kept in excellent order for our employees and customers.

The role will also be responsible for the management of external vendors i.e. cleaners, security agencies, insurance companies, ensuring we use a robust procurement process when securing new vendors for systems or services.

Your unique contribution

Some of your duties will include...

• Ensuring a safe and engaging environment at all our locations for customers, colleagues, and visitors
• Conducting regular site inspections, identifying and documenting risks, escalating issues to Operations Director and Health & Safety Manager
• Producing audit reports (internal and external), record, control and monitor risk assessments
• Carrying out regular checks of devices, structures, and systems (e.g., fire alarms, Mechanical Ventilation with Heat Recovery and air-conditioning system) diarise regular servicing, repairs, and renovations to meet safety standards
• Managing contracts and vendors of services, including cleaners, maintenance, reception and building security, fire safety, CCTV / security alarm, pest control, site plumbing, waste management, drainage, passenger and goods lifts
• Managing insurance claims
• Manage the organisation of conference and meeting room facilities when required by other departments with the Workplace Assistant
• Oversee the distribution of post and materials, e.g., stationery and photo copier paper

Your blend of talent

Our ideal candidate is someone who is an experienced Facilities Manager, Office Manager, or a Facilities Coordinator who is ready to step up into a role with more responsibilities. You'll also have:

• Vendor management and procurement experience
• Strong communication skills (written and verbal) and a high level of numeracy
• The ability to creatively solve problems and find solutions
• Excellent administrative skills; a track record in organisation, planning and prioritisation to meet competing deadlines 
• Able to deal with pressure and emergency situations; able to make quick, informed decisions
• Accurate and detail conscious
• Relationship building and stakeholder management; provide a high-level, proactive customer experience 
• Intermediate Microsoft Office Skills: Word, Excel, Outlook 

Ideally you will also have:

• Knowledge of REACH and COSHH regulation

Benefits of joining The Whisky Exchange

Fun Stuff

Staff Discount at The Whisky Exchange | Tastings | Product Education | Access to Events | Cycle to Work Scheme

Serious Stuff

EAP | Great Parental Leave Policies | Life Cover | Private Medical Insurance

Feel Good Stuff

S&R Initiatives | Career Development | Responsib'All Day | Employee Networks | Flexi Work | 25 Days Holiday (plus Bank Holidays)

We're committed to diversity and inclusion

We promote diversity and inclusion throughout our business. In our teams, we proactively foster a diverse work force and an inclusive culture - an environment where we can truly be ourselves.

We will assess your application for this role based on your skills, experiences and achievements, not your gender, age, ethnic or educational background or any other such factors. Please feel free to leave these off your CV and application form if you so wish.