Workplace Coordinator

Job Description

THE ROLE

As a Workplace Coordinator within a premium workplace environment, you will deliver a seamless workplace experience by combining elevated hospitality with efficient day-to-day operations. You will create a welcoming and engaging environment through curated amenities, events and personalised service, while ensuring the workplace operates smoothly, safely and reliably.

You will coordinate employee and guest experiences, support workplace transitions and provide onsite services, working closely with Property Management, internal teams and external suppliers to maintain high operational and service standards. This role balances front-of-house engagement with back-of-house execution, ensuring that both the workplace experience and the infrastructure that supports it are consistently well managed.

As Workplace Coordinator, your objective will be to foster a high-performing, service-oriented workplace where every employee, occupant and visitor feels valued, supported and welcomed.

RESPONSIBILITIES

• Create a welcoming environment by proactively engaging with, connecting with and assisting all employees, occupants and guests, ensuring everyone feels valued and part of the workplace community.
• Deliver personalised service that responds to individual needs and promotes a positive sense of belonging. Respond to requests, troubleshoot issues and resolve enquiries, ensuring a high level of day-to-day workplace support.
• Coordinate meeting and event logistics, including meeting room bookings, AV requirements, catering and signage.
• Partner closely with the Workplace Services Manager to support facilities-related activities and ensure alignment on priorities and service delivery.
• Partner closely with the Assistant Manager – Workplace Experience to deliver and evaluate events and activities that engage employees, occupants and guests.
• Administer and maintain amenity spaces and services, ensuring they meet defined workplace standards. Reset and inspect spaces before and after use.
• Register and check in visitors, coordinating with Security and hosts to ensure visitors are appropriately welcomed and supported, and manage parking validations where applicable.
• Administer office access, including issuing, tracking and cancelling access cards and security credentials in accordance with relevant procedures.
• Coordinate and manage parking, building access and workstation arrangements for new employees and guests, ensuring clear communication throughout the process.
• Provide office tours and workplace inductions for new employees, occupants and guests.
• Support the implementation of health and safety initiatives, ensuring alignment with workplace and company standards and procedures.
• Support employees with workplace technology and mobile app usage, workstation setup and move-in/move-out logistics, providing personalised assistance where required.
• Support key employee milestones and moments that matter, including welcoming employees returning from parental leave and helping new team members integrate into the workplace.
• Collaborate with cross-functional teams and external suppliers to leverage existing resources and services and enhance key elements of the workplace experience.
• Act as a liaison with Property Management, supporting day-to-day operational requirements while maintaining a strong focus on employee and occupant experience.
• Coordinate supplier access and provide support and appropriate escort for suppliers carrying out work within the office.
• Submit and track work orders, following up to support the timely resolution of workplace-related issues.
• Assist with invoice processing and supporting documentation, ensuring accuracy and compliance with internal processes.
• Facilitate effective communication between employees, Property Management and external suppliers.
• Maintain accurate records and regularly review and audit data relating to supplier activity, service requests and operational processes.
• Facilitate two-way communication with employees and guests by distributing workplace guides and updates, gathering feedback and providing insights to support decision-making and enhance the overall workplace experience.
• Identify and appropriately escalate employee, occupant and guest feedback and operational issues, partnering with the relevant teams to drive effective resolution.

EXPERIENCE

• A minimum of two years’ professional experience is required.
• Previous experience within hospitality, customer service, facilities, workplace experience or a similar service-oriented environment is preferred.
• Experience working in a professional office or corporate environment is advantageous.

EDUCATION

• A-levels or equivalent qualifications/experience are desirable.
• Relevant professional experience will be considered alongside formal qualifications.

SKILLS AND COMPETENCIES

• A strong commitment to delivering an exceptional hospitality and customer service experience, ensuring that interactions contribute to a positive workplace environment.
• Excellent attention to detail, organisation and follow-through.
• A welcoming, engaging and professional interpersonal and communication style.
• A strong commitment to positive employee experience and employer brand, while contributing to a safe, inclusive and respectful workplace.
• Excellent verbal and written communication skills, with the ability to communicate effectively in person, by telephone and through virtual meetings.
• Strong organisational and problem-solving skills, with the ability to prioritise competing requirements and respond effectively in a fast-paced environment.
• Ability to build and maintain effective working relationships with employees, visitors, colleagues, Property Management and external suppliers.
• Ability to exercise sound judgement and respond appropriately to workplace requests, operational issues and customer needs.
• Strong attention to the presentation and overall experience of workplace and amenity areas, with an appreciation for creating welcoming and professional environments.
• Ability to handle confidential and sensitive workplace information appropriately.
• Willingness and ability to undertake relevant training and maintain any licenses or certifications required for the role.

WORKING CONDITIONS

• This is an office-based role that involves a combination of desk-based work, interaction with employees and visitors, and regular movement throughout the workplace and building.
• This role requires the successful candidate to move around the workplace and building as part of their duties, including escorting employees, visitors and suppliers to different locations using lifts and stairs where appropriate.
• The role may involve handling, moving or setting up workplace materials and equipment in accordance with applicable health and safety procedures. Appropriate support or equipment will be provided where required.
• The role may require access to different areas of the workplace and building in order to carry out operational responsibilities and respond appropriately to workplace or emergency situations, subject to appropriate training and procedures.
• The role may involve responding to workplace safety matters, including identifying and reporting hazards and responding to emergency alarms in accordance with company procedures and training.
• Flexibility may be required to support occasional workplace events and activities outside standard working hours, with appropriate notice and in accordance with company policies and applicable employment legislation.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, and requirements. Job duties and responsibilities may change, or new ones may be assigned at any time with or without notice.

Qualifications

Additional Information

Compensation: N/A to 37312 (GBP) (YEARLY)