Workplace Coordinator

Who you are

• We’re looking for someone who is organised, proactive and eager to learn, with a strong bias for action and a passion for delivering exceptional service
• Previous experience in a workplace, facilities or similar operational role is highly desirable
• Fluent in English, with strong written and verbal communication skills
• Good financial and data literacy
• Excellent interpersonal and relationship-building skills
• Strong organisational, multitasking and problem-solving abilities
• A proactive mindset with a strong bias to action
• Ability to work full-time, 5 days per week on-site in our London office
• Flexibility to occasionally work outside standard hours or weekends
• Willingness to travel internationally on occasion

We know that great candidates don’t always tick every box. If you’re excited about the role and believe you could add value, we’d love to hear from you

Desirable

• Knowledge of building infrastructure or a health & safety qualification
• Additional language skills (French, Spanish or Italian)

What the job involves

Our Workplace Team plays a key role in shaping the employee experience at [Employer hidden] - connecting people and places through thoughtfully curated spaces, events and services

Reporting to the UK Workplace Manager, you’ll support the day-to-day running of our London office - from facilities and maintenance to events and employee experience. This is a varied, hands-on role where no two days are the same

• Curate an inclusive, first-class workplace experience where employees feel safe, happy and productive
• Build strong relationships across teams, proactively gathering feedback to anticipate needs and deliver outstanding service
• Create and share engaging content on office updates, local information and upcoming events
• Support employees in using workplace amenities to maximise productivity
• Host weekly office tours as part of the new starter onboarding experience
• Plan and deliver internal events that promote connection and wellbeing, including setting up meeting rooms and event spaces
• Ensure the London office runs smoothly and efficiently on a day-to-day basis
• Conduct regular building walkthroughs to monitor cleanliness, maintenance issues (e.g. AC, lighting, equipment) and stock levels (e.g. stationery, drinks, snacks)
• Coordinate workplace vendors, including supporting contract management and on-site supervision
• Manage workplace helpdesk queries and Slack channels, ensuring timely resolution of employee requests
• Issue and track building access cards, including managing returns for leavers
• Handle incoming and outgoing mail, including courier coordination
• Provide a friendly and professional front-of-house experience, welcoming employees and guests and managing the visitor system
• Support the UK Workplace Manager in ensuring compliance with local health and safety regulations, including:
• Display Screen Equipment (DSE) assessments
• Risk assessments
• Water testing
• Fire safety and first aid
• Appliance testing
• Accident reporting and security alerts
• Contractor risk assessments and method statements (RAMS)
• Maintain and update policies, documentation and procedures
• Promote workplace wellbeing and ergonomics through clear and helpful guidance
• Identify and suggest opportunities for continuous improvement within the Workplace Team
• Support workplace projects and initiatives, including business cases and basic financial analysis
• Assist with administrative tasks such as purchase orders, invoices and budgeting