Workplace Manager, Otaniemi HQ

Workplace Manager, Otaniemi HQ About RELEX RELEX runs the planning decisions behind 600+ retailers and manufacturers worldwide, deciding, at real scale, what gets forecast, stocked, priced, promoted, and produced across the entire value chain. Few problems combine this much data, this much complexity, and this much real-world weight: get it right and a shelf stays stocked, a factory line doesn’t stall, food doesn’t spoil in a warehouse before it’s sold. Get it wrong, and it shows up in actual losses, for some of the largest retail and manufacturing brands in the world. We’ve grown for 76 consecutive quarters straight, and it’s still accelerating. The first half of 2026 was the strongest in the company’s history. We’re a team of 2,000+ people, headquartered in Helsinki, with offices across Europe, North America, and Asia-Pacific. In March 2027 we will open our new headquarters in Otaniemi, Espoo, and we are looking for the person who will make it work for everyone who walks through the door. About the role As our Workplace Manager, you are the single, on-the-ground owner of the new Otaniemi HQ. You run day-to-day facilities operations, make sure our space is used well, manage the subleasing arrangement, and shape the office experience for our employees. You report to the Director of Workplace Services and work closely with the Workplace team, BIT (business and information technology), Internal Events, HR and Sustainability. This is a completely new role. You will build the ways of working for our new home from the ground up. Due to the nature of the role, on-site presence is essential to succeed in this position, with flexibility to work remotely 1–2 days per week. Ideally, you would start in January or early February 2027, so that you have time to take ownership of the space before we open our doors. What you'll do Run the Otaniemi HQ Own operational effectiveness of the office after the opening in March 2027 Make sure processes and documentation are in place, followed and updated when needed Plan and carry out communication with the relevant stakeholders Act as a main point of contact for our facility partner (lobby, facility manager, cleaning, security) Manage facilities and space Own daily facilities operations, including maintenance, cleaning, security, and health and safety Track space and hybrid desk and seat utilization against agreed targets Manage moves, adds and changes, and the room and desk-booking system together with BIT Be the main contact for the property owner or manager on communication and development needs Own physical security at the office Create a great workplace experience Manage the workday experience at the office together with the team, and react quickly to employees' needs Work closely with the events team (sales, marketing and internal) to ensure smooth event experiences Manage surveys Manage vendors, budget and sustainability Own facility management (FM) vendor relationships and the operating budget of the site Manag