Workplace Coordinator

Role:                             Workplace Coordinator (London HQ)
Department:                 Operations
Location:                      London HQ - SE1
Reports into:                Facility Manager
Contract:                      Full time

 

About the role
The Workplace Coordinator is a key hands-on member of the Operations team, working closely with the Facilities Manager and/or Head of Operations to keep our London HQ running smoothly, safely, and efficiently every single day.

This is a dynamic, people-facing role that blends facilities coordination, front-of-house hospitality, and operational support. You’ll be the heartbeat of the office—keeping things organised, welcoming, and ready for action—while collaborating with colleagues across our global offices in LA, New York, and Atlanta.

We’re looking for someone proactive, solutions-focused, and naturally organised, who enjoys being at the centre of workplace life and takes pride in creating an environment where people can do their best work.

 

What you will do 

Working hours: 8.30am to 5.30 pm (1 hour lunch break)

 

Facilities & Office Operations

• Support the Facilities Manager with the day-to-day running and upkeep of the London office
• Support Health & Safety compliance, including record keeping, coordinating checks, and promoting safe working practices
• Monitor the overall office environment and conditions—spotting issues early and coordinating repairs when needed
• Manage office supplies, including ordering, stock control, and supplier coordination, ensuring the team always has what they need
• Assist with space planning and general workplace organisation to keep the office productive, functional, and enjoyable

Reception & Front-of-House

• Be the friendly first face people see—welcoming visitors, partners, and team members into the office
• Manage incoming calls and shared inboxes, responding promptly and professionally
• Coordinate mail, deliveries, and courier services, ensuring everything arrives and goes where it should

Coordination & Administration

• Support the planning and delivery of internal events, meetings, and team activities
• Help onboard new starters on their first day with office tour, IT set up, office access, etc.  making their first day seamless
• Help with seasonal activities and office parties (Christmas, Halloween, Summer party, After Dark events, and others)
• Work with the People team and Head of Facilities and come up with a plan for workplace wellbeing activities like chair massage, weekly breakfasts, and others that can create boost and office happiness.
• Maintain clear, accurate records and organised documentation systems
• Provide day-to-day administrative support to the Operations team
• Assist the C-Team with occasional ad-hoc PA support when needed

Daily Office Management

• Oversee daily office logistics to ensure everything runs smoothly from start to finish
• Open the office each morning—getting the space ready for the day ahead
• Oversee and liaise with Office Flat internal bookings and logistics
• Check cleanliness standards and flag any issues proactively
• Coordinate deliveries and ensure items are distributed efficiently
• Keep shared spaces tidy, organised, and welcoming for everyone

What We’re Looking For

• Strong organisational skills and great attention to detail
• A proactive, hands-on mindset with a natural ability to problem-solve
• Excellent communication and people skills—you’re approachable and confident interacting with a wide range of stakeholders
• The ability to multitask, prioritise, and stay calm in a fast-paced environment
• Previous experience in office coordination, workplace, facilities, or administrative roles is a plus
• A basic understanding of Health & Safety practices is desirable

 

Skills, behaviours and values we are looking for 

• High level of attention to detail: able to keep reports and documentation up to date
• Winning mindset: being brave, bold and striving for growth
• Driven: being proactive and passionate in seeking what might not immediately be apparent
• Dependable: being both a team player and autonomous agent to drive results
• Dynamic: being able to pivot quickly with an abundance of energy and resilience
• No Ego: being approachable, authentic and humble