Workplace Specialist

Job description

We're looking for a passionate and people-centric Workplace Specialist to join our Workplace team. Based at our Tallinn office , you will help us support day-to-day operations to foster a great workplace experience for our Wisers in Tallinn.

Your mission

Our Global Workplace Team plays a key part in the employee experience at Wise, through our curated spaces, events, and services. Our mission is to create and maintain a safe and inspiring workplace for Wisers to achieve the Mission. As a Workplace Specialist, you'll be instrumental in optimising our physical workspace, driving efficiency, and fostering a sustainable workplace culture. You'll work closely with our Facilities Manager and Workplace Lead, supporting various projects, vendor management, and cost optimization initiatives.

This role requires a blend of expertise in workplace management, strong interpersonal skills, and the ability to navigate complex challenges independently.

Key Responsibilities

Workplace Management: Ensure that our physical space is fully operational and processes are running efficiently, taking into consideration various factors and developing your expertise to handle different types of problems with minimal supervision; Provide support to the Front Desk team as needed, ensuring exceptional service delivery to our Wisers and partners; Assist in asset management, maintaining accurate records and optimising asset utilisation; Contribute to workplace projects, including future office space planning and sustainability initiatives.

Vendor Management

Identify, evaluate, and select vendors that align with Wise's workplace requirements and standards; Establish and maintain strong relationships with vendors to ensure timely delivery, quality, and cost-effectiveness of goods and services; Conduct negotiations with vendors to secure favourable terms, pricing, and contracts; Serve as the main point of contact for the office lockers project, providing daily reporting on errors and collecting data to monitor service performance and functionality; drive ongoing service improvements and, where required, evaluate and source alternative vendors to ensure reliable delivery.

Cost Optimisation

Analyse procurement costs and identify opportunities for cost reduction and process improvement; Implement strategies to optimise procurement expenditure without compromising quality.

Collaboration

Build productive internal working relationships to collaboratively resolve mutual problems and enhance workplace efficiency; Convey complex information and advice to Wisers across the company, leveraging your expertise and insights; Develop a comprehensive understanding of the broader functions and goals of the company, aligning your expertise with the organisation's strategic objectives.

Qualifications

About you

You have previous experience in Workplace/Facilities Management within a fast-paced environment; You are fluent in English and Estonian, both written and verbal; You are detail-oriented and data-driven, with a focus on informed decision-making; You are adaptable and agile, comfortable navigating ambiguity and changing priorities; You have a curiosity and desire to learn and grow, with a positive, can-do attitude; You have resilience and are excited about change in a hyper-growth environment; You have the ability to multitask and manage multiple projects simultaneously.

Some extra skills that would be awesome

You have knowledge of Estonian Occupational Health and Safety laws; You are proficient in Slack and Jira management tools; You have a basic understanding of cloud-based services and API concepts (e.g., how systems integrate and exchange data); You have a passion and understanding of entrepreneurial, start-up, or tech communities. We're interviewing on a rolling basis, so the sooner you apply, the better – we'd love to hear from you soon!