Workplace Specialist

We’re looking for a passionate and people-centric Workplace Community Specialist to join our growing 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 optimisation 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 the smooth operation of our physical workspace, identifying and addressing any operational inefficiencies;

• 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 the 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.

Cost Optimisation:

• Analyse procurement costs and identify opportunities for cost reduction and process improvement;

• Implement strategies to optimise procurement expenditure without compromising quality;

• Develop a comprehensive understanding of the broader functions and goals of the company, aligning your expertise with the organisation's strategic objectives.

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 network outside of your immediate team, establishing yourself as a knowledgeable resource in your field.

About you:

• Previous experience in Workplace/Facilities Management within a fast paced environment;

• Fluent in English and Estonian, both written and verbal;

• Detail-oriented and data-driven, with a focus on informed decision-making;

• Adaptable and agile, comfortable navigating ambiguity and changing priorities;

• Curiosity and desire to learn and grow, with a positive, can-do attitude;

• Resilience and excitement about change in a hyper-growth environment;

• Ability to multitask and manage multiple projects simultaneously.

Some extra skills that would be awesome:

• Knowledge of Estonian Occupational Health and Safety laws;

• Proficiency in Slack and Jira management tools;

• Passion and understanding of entrepreneurial, start-up, or tech communities.