The Workplace Experience Coordinator is the central hub for ensuring a smooth, welcoming, and productive environment at our vibrant London office. This four days a week fixed-term maternity cover is a unique opportunity to be at the heart of office culture and operations, supporting everything from day-to-day operations to exciting company events that bring teams together. In return, you’ll gain the chance to collaborate with a global team, develop strong relationships across departments, and play a key role in creating an inspiring and engaging work environment that employees love coming to every day. The workplace experience coordinator will report to the Director of Workplace Experience who is based in New York.

This role is part-time and in-person in our London office 4 days per week: Monday to Thursday.

Responsibilities:

• Maintain the overall aesthetic, cleanliness, and organization of the London office, including conference rooms, roof terrace, pantry, and common areas to ensure a welcoming environment
• Serve as the first point of contact for visitors, greeting and directing them professionally at the front desk or community area
• Provide operational support to the global Workplace Experience team across office, facilities, and event functions with a focus on seamless day-to-day activities
• Manage administrative tasks such as scheduling and coordinating conference room bookings, handling incoming and outgoing mail, and responding to employee and guest requests
• Track inventory levels and manage ordering processes for pantry and office supplies, ensuring timely replenishment and cost-effective purchasing
• Monitor and process expense reports related to office operations and events, ensuring accurate budget tracking and reconciliation
• Collaborate with the Workplace Experience Director to assist with office relocation planning and execution as needed
• Support company-wide events by coordinating catering, courier services, and event communication including sending calendar invitations to relevant attendees
• Establish and maintain productive relationships with vendors and service providers to ensure high-quality service delivery
• Act as a liaison between Workplace Experience, Strategic Initiatives, and IT teams to facilitate effective communication and project coordination
• Oversee logistics and coordination for in-person meetings at the London office, including client meetings, team onsite gatherings, and social events, ensuring appropriate room setup, visitor management, and resource availability

Qualifications:

• 1-2 years customer focused background or recent college graduate
• Comfortable with a fixed term, part time role
• Ability to attend our London Office (King’s Cross) three days per week
• Solid written, verbal, and active listening skills
• Ability to juggle and prioritize multiple tasks
• Fluency with Slack, Asana, Zoom Workplace a plus
• Excel / Google Sheets skills a major plus
• Professional demeanor
• Driven with a strong work ethic
• Reliable, punctual, and strong attendance record
• Proven ability to thrive in a fast-paced environment
• Working knowledge of office practices and procedures
• Ability to be resourceful and proactive when issues arise
• Process and goal-driven