Job Description
Description
Why you’ll love working at Xceedance
The people - we’re a diverse group of fun-loving people with a range of talents, yet we are all focused on one goal - delivering the best possible service to our clients.
Your development - we don’t just talk about your development, we have a rigorous set of policies in place to drive your development month after month. Regular training, mentoring, networking. Plus your own development budget.
Job Summary
The Senior Manager – Workspace & Facilities will be responsible for overseeing end-to-endfacilities management, workplace operations, travel coordination, ESG initiatives, business continuity planning (BCP), event management, and health & safety for the Krakow office.
This is a site-focused leadership role, ensuring smooth day-to-day operations, regulatory compliance, employee experience, and efficient travel management, while aligning with broader organizational standards.
Key Responsibilities
Oversee day-to-day facility operations including administration, maintenance, and vendor management.
Ensure optimal space utilization, workplace experience, and operational efficiency.
Manage facility budgets, contracts, and service delivery performance.
Coordinate business travel including ticketing, accommodation, and visa support with company guidelines.
Manage client visits including logistics, hospitality, and meeting arrangements.
Support execution of ESG and sustainability initiatives within the Krakow office.
Track and report local ESG metrics (energy usage, waste management, etc.).
Implement and maintain BCP frameworks for the Krakow office.
Conduct periodic risk assessments and BCP drills.
Coordinate with IT, security, and leadership teams during incidents.
Plan and execute office-level events, leadership visits, and internal engagements.
Manage logistics, vendor coordination, and budgets for events.
Ensure high-quality employee and visitor experiences.
Ensure compliance with local occupational health & safety regulations in Poland.
Implement emergency response procedures and safety training programs.
Act as the primary point of contact for Krakow office-related stakeholder interactions.
Consistent and effective use of approved AI‑enabled tools to support daily work, enhance team collaboration, and improve overall operational efficiency.
Requirements
Requirements and skills:
5–10+ years of relevant experience in facilities, travel management, and workplace operations.
Bachelor’s/master’s degree in Business Administration, Facilities Management, Travel, or related field.
Good understanding of health & safety regulations and compliance requirements in Poland/EU.
Proficiency in MS Office (MS Excel and MS Outlook, in particular)
Experience in vendor management, budgeting, and contract negotiations.
Excellent time management skills and ability to multi-task and prioritize work
Strong stakeholder management and problem-solving skills.
Exposure to ESG and BCP frameworks is preferred.
Advanced proficiency in AI tools and framework.
Advanced (C1 level) proficiency in English, both written and spoken.
What you can expect from us:
Unique professional and personal development at one of the pioneer companies in professional insurance support.
Ongoing professional training – to onboard you for a good start and your further professional development.
Your own growth training budget - use internal and external development opportunities and take advantage of your own budget.
LUXMED medical cover for you with full dental care, oncological preventive program and additional mental health support with helpline & individual sessions with a therapist.
Flexible work hours (we start between 7:00 and 10:30 am) with hybrid work model.
8-hour work time with a lunch break already included - spend the rest of the day doing what is important to you as intended in the #2h4Family program.
Private life insurance - 80% of the premium is covered by an employer.
Employee referral program - we appreciate you recommending your friends to join us.
Additional days off - to celebrate your birthday, moreover, if you want to have covid vaccine or do a volunteering work, feel free to do so with some extra days off.
Integration events - monthly delicious breakfasts, movie nights, board game nights, outdoor events.
Lively and modern office in the City Centre with parking space for employees.
A supportive and friendly atmosphere created by passionate people.
This is a fix-term position for a period of 12 months, offered as cover for an employee on leave.
