Office manager & emea facilities lead Work, Jobs in Edinburgh, Sct (with Salaries)

The Europe Lead, Facilities is a people-manager role responsible for the planning, operation, and continuous improvement of Clearwater Analytics' European office portfolio. Partnering closely with HR, IT, Finance, and Executive Leadership, this individual ensures that every European workplace is safe, efficient, inspiring, and aligned with Clearwater's culture and growth trajectory. The role has direct accountability for office operations, real estate strategy, vendor relationships, health and safety compliance, employee experience programming, physical security, and regional facilities budgets across multiple European countries.

Key Responsibilities

Office Operations & Vendor Management

Lead day-to-day operations across all European office locations, ensuring facilities are clean, functional, and well-maintained at all times.

Source, onboard, and manage third-party vendors (janitorial, security, catering, maintenance, courier, furniture) through competitive procurement processes, accounting for local market practices in each country.

Negotiate and administer vendor contracts, service-level agreements, and renewals; track KPIs and hold partners accountable to commitments.

Oversee preventive maintenance programs and coordinate timely resolution of reactive maintenance requests via the facilities ticketing system.

Manage relationships with landlords, building management companies, and local service providers across all European sites.

Space Planning & Real Estate

Partner with HR, Finance, and Executive Leadership on short- and long-range European headcount forecasting to inform space planning and lease decisions.

Drive seat utilization analyses and develop data-backed workspace strategies (open plan, hoteling, hybrid models) to optimize real estate spend.

Lead office build-outs, reconfigurations, and relocations end-to-end — from site selection and design brief through construction management and move-in.

Maintain accurate floor plans and space allocation records; update CAD/CAFM drawings as layouts evolve.

Serve as the primary Facilities point of contact in lease negotiations, renewals, and expansions, working closely with Legal and Finance, and navigating varying lease structures and tenancy laws across European jurisdictions.

Health, Safety & Compliance

Own the European Health & Safety program, ensuring full compliance with applicable EU Framework Directive (89/391/EEC) requirements, local fire codes, accessibility standards, and internal EHS policies across all countries of operation.

Conduct regular safety inspections, risk assessments, and emergency-preparedness drills across all European locations, tailored to country-specific regulatory requirements.

Maintain and test emergency response plans (fire, medical, security incident) and coordinate with local authorities as needed in each jurisdiction.

Ensure all required permits, certificates of occupancy, and regulatory filings are current across the European portfolio.

Investigate workplace incidents, lead root-cause analyses, and implement corrective actions to prevent recurrence, ensuring compliance with local employment and safety reporting obligations.

Serve as the primary point of contact for all European facility and security emergencies, coordinating response efforts across internal teams, vendors, and local authorities.

Employee Experience & Events

Champion a best-in-class workplace experience that reflects Clearwater's values and supports a collaborative, inclusive culture across diverse European offices.

Partner with HR, People Operations, and DE&I teams to design and execute employee amenity programs, office events, and milestone celebrations tailored to local customs and traditions.

Oversee reception, mail services, and hospitality operations to ensure a warm, professional first impression for employees and visitors alike.

Gather ongoing employee feedback on the physical environment and experience; translate insights into actionable improvements.

Support new-hire onboarding by ensuring workstations, access credentials, and office orientations are ready on day one

Physical Security

Own the physical security program across all European office locations, including access control systems, visitor management, CCTV, and alarm monitoring, in compliance with GDPR and local data protection requirements.

Partner with IT and InfoSec to ensure physical and digital security controls are aligned and mutually reinforcing.

Manage relationships with security vendors and guard services; define post orders and monitor performance against SLAs.

Conduct regular security assessments and audits of all European sites; identify vulnerabilities and implement remediation plans.

Develop and maintain physical security policies and procedures, including badge issuance, visitor escort protocols, and after-hours access.

Lead incident response for physical security events (unauthorized access, theft, workplace violence) and coordinate with HR, Legal, and local law enforcement as appropriate.

Ensure all physical security systems are tested, maintained, and compliant with relevant regulatory and insurance requirements in each country of operation.

Transportation Program

Ensure transportation operations comply with all applicable local, state, and federal regulations, including ADA accessibility requirements.
Partner with HR and Finance on commuter benefit programs, tax-advantaged transit accounts, and related employee communications.

People Leadership

Directly manage a team of European Facilities Coordinators and/or Office Managers across multiple countries; provide coaching, goal-setting, and career development support.

Foster a high-performance team culture grounded in accountability, continuous learning, and customer service excellence.

Collaborate with the Global Facilities team to share best practices and drive consistency across international locations.

What We Are Looking For

Required

7+ years of progressive facilities management experience, with at least 3 years in a people-manager capacity.

Proven track record managing multi-site European office portfolios in a high-growth corporate or technology environment.

Strong knowledge of EU Health & Safety Framework Directive requirements, local building codes, GDPR, and facilities compliance requirements across multiple European jurisdictions.

Experience managing physical security programs, including access control, CCTV, and vendor-provided guard services.

Proficiency with facilities management systems (CAFM/CMMS), space planning tools, and workplace analytics platforms.

Exceptional communication and stakeholder management skills; comfortable presenting to senior leadership and working across multicultural, multilingual teams.

Ability to travel up to 25% across Europe to support multiple office locations.

Physical ability to perform facilities-related tasks, including the ability to lift and carry up to 50 lbs (approximately 23 kg), stand for extended periods, and navigate active office and building environments.

What We Offer

Competitive base salary and benefits package including private medical insurance, private dental insurance, Healthcare Cash Plan, discounted gym membership + other discounts
Industry competitive pension contributions.
34 days initial holiday allowance (increasing with each year of tenure) + 2 days annual VTO.
Professional development budget and support for facilities certifications.
Collaborative, mission-driven culture with real impact on how thousands of employees experience work every day.

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