26WD95319
JD Summary:
The Workplace Manager role in Munich, Germany, involves managing daily and strategic facilities operations to ensure a safe and efficient workplace. This position requires onsite presence and reports to the Regional Workplace Senior Manager.
· Workplace operations management: Responsibilities include overseeing site safety, cleanliness, maintenance, compliance with policies and regulations, managing supplies, onboarding support, and handling workplace requests using Autodesk tools.
· Vendor and contract governance: The manager leads vendor performance for services like cleaning and security, negotiates contracts with procurement, ensures service level agreements, and drives supplier improvements.
· Leadership and financial oversight: Supervising onsite teams, coaching staff, fostering service culture, managing the annual workplace budget, approving purchase orders, and identifying cost-saving opportunities are key duties.
· Health, safety, and workplace experience: The role includes leading emergency preparedness, coordinating safety training and drills, supporting employee onboarding, managing meeting rooms and AV, and collaborating across departments for seamless workplace services.
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JD Full/Verbose:
Job Title: Workplace Manager
Location: Germany, Munich
Reports to: Regional Workplace Manager
Position Overview
The Workplace Manager is responsible for overseeing all daily and strategic facilities operations to ensure a safe, efficient, and high‑performing workplace environment. This role leads site operations, manages vendor and contractor performance, drives workplace programs, and ensures compliance with Autodesk standards and local regulations. The Workplace Manager also plays a key strategic role by partnering with regional leadership, leading workplace initiatives, managing budgets, and influencing the continuous improvement of workplace services across the region.
This position is fully on‑site (not remote or hybrid) due to its operational and leadership nature and reports to the Workplace Regional Manager
Principal Duties and Key Responsibilities
1. Workplace Operations & Site Management
- Oversee all day‑to‑day facilities and workplace operations, ensuring excellent standards in safety, cleanliness, organization, and functionality.
- Conduct regular site inspections, preventive maintenance reviews, and risk assessments, escalating issues to regional leadership as needed.
- Ensure compliance with Autodesk workplace policies, local H&S regulations, fire safety, and environmental requirements.
- Serve as the primary point of contact for building management and escalations.
- Manage day-to-day operations by performing duties such proactive “walk-throughs” of site including to carry out preventative maintenance, safety inspections, and repairs
- Track budgets and ensure payment is made on time and efficiently
- Maintain an inventory of all required office supplies, kitchen supplies & equipment and coordinate replacement orders as necessary
- Assist or lead new employee onboarding and offboarding as needed.
- Monitor the parking facilities and issue permits where necessary
- Use the Autodesk tools to trace repairs & schedule maintenance, of the company asset
- Use mobile app for managing the site tickets, completing the requests or recommending appropriate solutions to customers in a timely manner.
- May maintain documentation such as power and HVAC diagrams, space usage, guides, etc.
- May assist in hosting visitors and arranging seminars and layout of rooms with audio visual support
- May perform other activities such as mail deliveries, shipping & receiving, inter-office transportation of equipment and in some locations may serve as back-up Receptionist.
2. Vendor Management & Contract Governance
- Lead vendor performance management for cleaning, security, maintenance, waste, catering, and specialist service providers.
- Negotiate contracts and service agreements in partnership with Procurement.
- Ensure SLA/OLA performance, orchestrate quarterly business reviews, and drive continuous improvement with all suppliers.
3. Leadership & Team Management
- Supervise and develop onsite workplace coordinators, reception staff, and janitorial or contractor teams.
- Coach and mentor direct reports, set objectives, conduct performance evaluations, and support career development.
- Foster a culture of hospitality, service excellence, and operational accountability.
4. Financial Management
- Manage and forecast the annual workplace operating budget for the Munich site(s), in partnership with Finance and other offices in Germany. It might be required to assist office in other areas too.
- Approve PO requests, monitor expenditures, and ensure timely invoice processing.
- Identify cost‑saving opportunities without compromising service quality.
5. Workplace Experience & Employee Support
- Champion a welcoming, inclusive, and productive workplace atmosphere.
- Lead or support onboarding for new employees, ensuring an outstanding first‑day experience.
- Oversee meeting room management, AV functionality, and general employee support services.
6. Health, Safety & Emergency Preparedness
- Serve as the site safety lead and member of the Emergency Response Team.
- Coordinate fire drills, first‑aider and warden training, and maintain emergency equipment and supplies.
- Work with external consultants to maintain up‑to‑date risk assessments and compliance documentation.
7. Projects, Space Planning & Moves
- Lead space planning initiatives in coordination with global Workplace Strategy & Design.
- Execute office moves, workplace expansions, reconfigurations, and renovation projects.
- Maintain accurate space utilization data and support headcount reporting.
8. Stakeholder & Cross‑Functional Collaboration
- Partner with Site Leader, HR, IT/EIS, Security, Finance, and other departments to deliver seamless workplace services.
- Take part in the Emergency Response Team efforts- organize fire drills, training fire wardens/first aiders, monitor and re-stock emergency supplies if needed.
- Support regional workplace initiatives, sustainability programs, and business continuity plans.
- Provide reporting on KPIs, workplace metrics, incident logs, and operational updates.
MINUMUN REQUIREMENTS:
- 4+ years of experience in Facilities or Workplace Management, ideally in a multinational tech or corporate environment.
- Experience managing vendors, budgets, and workplace projects.
- Strong knowledge of health, safety, and environmental regulations (or strong willingness to learn).
- Proficiency with Office 365 tools (Excel, Word, Outlook).
- Ability to work occasionally on weekends or holidays for critical maintenance.
- Strong communication, problem‑solving, and organizational skills.
- Fluent in German and English.
- Must be willing to carry company mobile phone and be "on-call" for emergencies. (Unless restricted by local labor laws)
- Strong communication skills - oral and written
- An analytical mind with problem-solving skills
- Organized with Multitasking abilities, works well under pressure, accurate, precise, with high attention to details, creative and can-do attitude, ability and willingness to learn new things
- Strong teamwork skills; and a strong ability to offer suggestions and improvements to processes
ADDITIONAL REQUIREMENTS:
- Knowledge of Audio-Visual setup and videoconference system
- HVAC knowledge
- Proficient in operating BMS (Building Management Systems)
- Autodesk AutoCAD or Revit nice to have
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