Workplace Manager, Espoo/Otaniemi HQ

Workplace Manager, Espoo/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) • Act as a team lead for the Otaniemi HQ office team 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 • Manage the partner sublease • Report utilization and facilities KPIs, supporting Sustainability's building-level environmental, social and governance (ESG) targets Govern workplace data • Own data governance for HQ digital systems, including data flows, reporting and integrations across booking, IoT and sensors, access and workplace apps • Maintain data quality, security and compliance in line with RELEX's data governance policy • Build and maintain utilization and performance dashboards for Workplace Services and BIT What you bring • Experience managing facilities or workplace operations for a large office (500+ employees) • Strong FM vendor management and budget ownership skills • Confident stakeholder management across Real Estate, IT, HR, Internal Events and leadership • Comfort using space and desk-booking and occupancy-analytics tools to interpret utilization data • Fluent English and good working proficiency in Finnish, so you can work day to day with our facility partner, property owner and local vendors • Experience working with workplace or building data, reporting and dashboards, with attention to data quality, security and compliance Nice to have • Direct experience with a Nordic or European tech-sector office • Familiarity with hybrid-work policy design and desk-ratio and adoption tracking • Experience with health and indoor air quality monitoring • Background in sustainability or ESG reporting for real estate or facilities • Experience using AI in your day-to-day work to automate tasks What we offer in return You’ll be supported and given the space to thrive. We offer meaningful work, flexibility, and a culture that backs you to share your voice and be authentic. • An international career and learning opportunities • A rapidly growing and financially robust software company with exciting opportunities for career growth, also in the future • Room to thrive in a fast-growing global company with a good market position • Practical benefits that support work, family, wellness, and everyday life • Annual leave • Diverse, inclusive, and supportive work culture • Work that meaningfully reduces waste and improves sustainability, end to end across our customers’ supply chains • Ownership, autonomy and flat hierarchies • Two paid volunteering days each year How to apply If you feel this is the opportunity you don’t want to miss, you can apply by sending your CV and cover letter through the application form as soon as possible. Please note that to be considered for this position you must hold a valid work permit. We’re excited to connect with applicants who share our passion to do hard things, trust each other, and build what’s next for the product, the planet, and the people. Please note that we cannot process any applications through email. Apply today and be part of the future. Be RELEX!