Workplace Coordinator

Description

• Provide cover for colleagues where needed and contribute to a supportive team environment.
• Assist the Office/Facilities Manager with budget monitoring and preparation.
• Be the primary contact for facilities and catering queries, managing helpdesk workflows and ensuring timely resolution.
• Perform regular building checks and ensure Health & Safety compliance.
• Maintain accurate records and upload compliance data to internal systems.
• Work closely with colleagues across UK offices to provide consistent, high-quality service.
• Raise purchase orders and reconcile invoices.
• Raise purchase orders, manage budgets, and source office equipment.
• Conduct regular HSE checks, maintain documentation, and follow up on incidents to closure.
• Support local and national initiatives that enhance workplace operations and culture.
• Source office supplies and equipment in line with budget requirements.
• Deliver a warm, professional front-of-house service to staff and visitors.
• Hold key-holder responsibilities and support business continuity processes.
• Liaise with suppliers and oversee reactive and scheduled works.
• Conduct contractor inductions and ensure adherence to company procedures.
• Support office moves, desk setups, reconfigurations, and space coordination.
• Champion workplace software tools (e.g., Condeco, Sign-in, SharePoint), providing user support and maintaining system standards.
• Maintain accurate records of supplier information, service schedules, and compliance documentation.
• Manage front desk operations, including access control, courier/taxi bookings, and meeting room coordination.
• Open the office daily and support Front of House duties.
• Uphold high standards of office cleanliness, presentation, and user experience.
• Assist with environmental and sustainability initiatives.
• Support office moves, setups, and general housekeeping.
• Coordinate contractor visits, scheduling, progress monitoring, and compliance checks.
• Support internal events, hospitality, and catering arrangements.
• Coordinate planned maintenance and contractor schedules.
• Upload compliance information to the intranet and support environmental reporting (utilities, waste, recycling).
• Collaborate closely with IT, Facilities, and other support teams to keep the office running smoothly.

Requirements

• Confident, clear communicator with a professional and approachable manner.
• Discreet and able to maintain confidentiality.
• Knowledge of ISO 14001 or 45001 (training provided if required).
• Experience with budgets or general finance processes.
• Strong IT skills, including Microsoft Office and operational software systems.
• Leadership or line-management experience (advantageous, not essential).
• Previous experience in facilities, operations, or office management.
• Ability to build strong relationships with key stakeholders.
• Excellent organisational and time-management abilities.
• Experience in contractor coordination or workplace systems.
• Calm under pressure, proactive, and able to use initiative.

Benefits

• A strong commitment to continuous development. Whatever stage in your career, we have a learning and development programme that will enable and empower you
• Discretionary bonus
• Holiday entitlement of 25 days per annum (exclusive of bank holidays) and flexible holiday arrangements
• Flexible, collaborative, and committed to delivering high-quality service.
• A commitment to your wellbeing through a comprehensive employee assistance programme and wellbeing activities
• A supportive and inclusive environment that will welcome you through social and outreach activities from the Young Employees Forum to mentoring
• Flexible benefits including cycle scheme, dental insurance, optical cover, travel insurance, season ticket loans, and corporate discounts
• Entitlement to two memberships to professional bodies or subscriptions
• Hybrid working arrangements
• Enhanced parenthood leave policies
• An opportunity to support your local community and those in society that are most in need, wherever they are located in the world through our Share Our Skills (SOS) programme
• Generous company pension scheme, life assurance and income protection
• Attractive salary

Training + Development

Interview process

Visa Sponsorship

Security clearance