Background & Client Overview
Pareto FM, a specialist Facilities Management provider known for delivering high-quality workplace and technical services, appointed Maxwell Stephens to recruit an experienced Workspace Project Manager.
The role was responsible for delivering capital investment and workplace projects across London, Dublin and Romania, managing each project from initial concept and stakeholder consultation through procurement, delivery and final close-out.
Given the geographical scope and complexity of the portfolio, Pareto FM required a professional who could combine project-management expertise, commercial awareness, stakeholder engagement and strong health and safety knowledge while delivering projects consistently across multiple locations.
The Challenge
Pareto FM needed a Workspace Project Manager capable of taking full ownership of complex workplace projects and ensuring they were delivered safely, efficiently and in line with business requirements.
The successful candidate needed to understand every stage of the project lifecycle, from defining the initial brief through to cost management, statutory approvals and post-project review.
Key responsibilities included:
Project Scoping & Brief Development
Working with stakeholders to understand business requirements and translate project objectives into clearly defined scopes of work.
Procurement Strategy
Developing appropriate procurement approaches designed to secure quality, commercial value and effective project delivery.
Stakeholder Consultation
Engaging with key users, internal teams and senior stakeholders to ensure operational requirements were understood and incorporated into project plans.
Design & Professional Coordination
Working with professional advisers and consultants to develop appropriate designs, specifications and technical solutions.
Project Governance & Reporting
Preparing and presenting project updates at key milestones to secure stakeholder and business approval.
Budget & Cost Management
Developing project budgets, monitoring expenditure and maintaining financial control throughout the project lifecycle.
Programme Management
Establishing realistic project timelines while taking account of operational constraints, dependencies and business-critical requirements.
Statutory & Health and Safety Compliance
Managing statutory approvals and ensuring projects were delivered in accordance with relevant health and safety legislation.
Technology & Workplace Coordination
Working closely with IT and Moves, Adds and Changes teams to ensure technology, workspace and relocation requirements were effectively integrated.
Project Close-Out & Continuous Improvement
Completing project reviews, identifying lessons learned and using this knowledge to improve future project delivery.
The Candidate Profile
The role required an experienced workplace-project professional with a strong understanding of office relocations, fit-outs and staff moves.
Pareto FM was particularly interested in candidates with recognised project or property qualifications, together with the commercial and technical capability to deliver projects across an international portfolio.
Strong communication was equally important. The successful individual needed to manage expectations across multiple stakeholder groups while remaining focused on budgets, timescales, risk and project quality.
Our Recruitment Approach
Maxwell Stephens conducted a targeted search across our Facilities Management, workplace and property-project network.
Our recruitment strategy focused on candidates who could demonstrate both technical competence and the ability to operate effectively within Pareto FM's high-performance culture.
Candidates were assessed on:
- end-to-end workplace project-management experience
- office moves, fit-outs and relocation delivery
- budget and cost-management capability
- procurement and contractor management
- health and safety knowledge
- stakeholder consultation and communication
- statutory and planning requirements
- experience managing multiple projects and locations
- relevant professional and project-management qualifications
Professional qualifications and credentials were reviewed as part of the assessment process, alongside detailed interviews examining project experience and cultural fit.
Following a comprehensive search, Maxwell Stephens presented Pareto FM with a shortlist of highly qualified candidates and successfully placed an experienced Workspace Project Manager.
Outcome & Impact
The successful candidate brought extensive workplace-project experience and quickly integrated into Pareto FM's operations.
Stronger Project Management Capability
The appointed Workspace Project Manager brought a structured approach to project delivery, supported by a PRINCE2 qualification and significant practical experience.
This strengthened project governance from initial brief through to completion.
Successful Workplace Change Experience
Extensive experience managing office moves, fit-outs and employee relocations enabled the candidate to manage complex workplace change while considering the operational needs of employees and the wider business.
Improved Stakeholder Engagement
Strong consultation and communication skills helped ensure project requirements were clearly understood and that stakeholders remained informed throughout delivery.
Greater Cost Control
The candidate applied effective cost-management principles throughout the project lifecycle, helping maintain close oversight of budgets and expenditure.
Stronger Compliance Management
A detailed understanding of health and safety legislation and local planning requirements supported the safe and compliant delivery of workplace projects.
Improved Multi-Location Delivery
The candidate's ability to manage competing priorities and coordinate projects across multiple locations provided Pareto FM with greater consistency across its international project portfolio.
Greater Focus on Continuous Improvement
Structured project close-out and lessons-learned reviews helped capture valuable insights that could be applied to future projects.
Outcome
The successful placement provided Pareto FM with a Workspace Project Manager capable of combining project delivery, commercial control, stakeholder management and workplace expertise across an international portfolio.
The appointment demonstrates Maxwell Stephens' ability to recruit specialist Facilities and workplace-project professionals who can manage complex assignments from concept through to completion while supporting wider business objectives.
Looking for an experienced Workspace Project Manager to deliver office moves, fit-outs or capital projects across your property portfolio? Contact Maxwell Stephens to discuss your recruitment requirements