Workplace Experience Coordinator

Responsibilities

Town Hall & Events Coordination:
Administer quarterly Town Halls and monthly social events in partnership with the social committee, managing logistics, invitations, and post-event feedback. If there are big offsite meetings you will be their first point of contact.

Workplace Experience & Continuous Improvement:
Own the day-to-day workplace experience for employees and guests by proactively identifying pain points, gathering feedback from new starters, leavers and office users, suggesting practical improvements to how the office operates. Make sure office and kitchen supplies are stocked and organised, doing regular checks and reordering before anything runs out. Arrange couriers when needed and help manage incoming and outgoing deliveries. Sort and distribute post and packages, including picking up larger deliveries from the loading bay where required.

Event Management:
Own the facilitation of in office events & external events. HRBP team will approve and sign off on events to ensure global alignment and consistent employee experience.

Employee Lifecycle Management:
Coordinate with HR to carry out Health & Safety Building Tour for new joiners.

Office Operations:
Oversee mail collection, office groceries, supplies procurement, budget tracking, and expense reporting.
Coordinate visitor access, deliveries, and office moves in partnership with facility management (not owning hard FM works).
Make sure the office is clean, tidy and organised each morning.
Work closely with IT to ensure meeting rooms are set up each morning.
Own the day-to-day upkeep of office technical and wellness equipment, including the coffee machine, the chamber, and massage room equipment. Carrying out basic troubleshooting and ensuring it’s kept in good working order. This includes operating the coffee machine to make beverages for staff as needed.

Vendor & Contractor Management:
Serve as primary liaison for cleaners, tech support, building management, and merchandise providers.
Verify invoices and forward to Finance, evaluate vendor performance.

Record Keeping & Compliance:
Maintain internal documentation.
Archive forms and ensure emergency procedures are current.

Health & Safety:
Work with our OHS consultant to enforce workplace health and safety policies, manage emergency drills and training, and leverage your First Aid certification.

Administrative & Finance Support:
Support the Finance team by uploading, tracking and reconciling company card transactions. Keep files and records for reception and office documentation organised and up to date. Help with general admin tasks as and when needed.

Travel & Hotel Bookings:
Work with FOH teams across other offices to support business travel, including helping with flight and hotel bookings.

Flexibility & General Duties:
Be flexible and help out with additional tasks as needed to support the business. Step in to support other teams or take on related duties when required.

Requirements

• 2–5 years of experience in Workplace, Event or Office Management
• Proven barista experience, with confidence preparing a full range of espresso-based drinks to a high standard (latte art is a plus).
• Experience maintaining and cleaning commercial coffee equipment.
• Willingness to learn to operate and maintain wellness equipment (full training provided).
• Experience booking travel
• Experience working with vendors, facilities, and external partners
• Experience planning and delivering internal events (town halls, social events, offsites).
• Strong organisational and multitasking skills with attention to detail.
• Strong stakeholder management and communication skills (HR, IT, Finance, employees, vendors).
• Experience with budget tracking, procurement, and expense reporting.
• Basic knowledge of workplace compliance, record keeping, and health & safety practices.
• Proactive, problem-solving mindset with a strong service-oriented approach.
• Business level proficiency in English or above (equivalent to B2 or above in CEFR).