Workplace Coordinator

Buro Happold is recruiting a Workplace Coordinator - Join a team where your organisational skills and eye for detail help shape a productive, safe, and welcoming workplace. This person can be based in Edinburgh, reporting into our Facilities Manager. Our Edinburgh office is a vibrant hub of collaboration and creativity, and we’re looking for a proactive and professional Workplace Co-ordinator to join us on a 12-month fixed term contract. At Buro Happold, our offices are more than just places of work - they are collaborative environments that enable our people to do their best work. We are looking for a proactive and organised Workplace Coordinator to help us deliver an exceptional office experience for our Edinburgh team. This is a fantastic opportunity for someone who takes pride in creating smooth, efficient operations, enjoys supporting people, and thrives in a varied role where no two days are the same. About The Role: As a Workplace Coordinator, you’ll be the friendly and professional face of our Edinburgh office - supporting visitors, managing daily operations, and ensuring the office environment is safe, compliant, and welcoming. You’ll work closely with local and UK-wide Office Operations, Facilities, and IT teams, becoming a key point of contact for workplace queries, suppliers, and contractors. Your work will directly support our people, the delivery of our projects, and the creation of a positive, inclusive office culture. What you’ll be doing: Workplace Experience: Deliver a warm, professional front-of-house service to staff and visitors. Manage front desk operations, including access control, courier/taxi bookings, and meeting room coordination. Support internal events, hospitality, and catering arrangements. Uphold high standards of office cleanliness, presentation, and user experience. Workplace Operations: Be the primary contact for facilities and catering queries, managing helpdesk workflows and ensuring timely resolution. 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. Collaborate closely with IT, Facilities, and other support teams to keep the office running smoothly. Supplier & Contractor Management: Coordinate contractor visits, scheduling, progress monitoring, and compliance checks. Maintain accurate records of supplier information, service schedules, and compliance documentation. Conduct contractor inductions and ensure adherence to company procedures. Health, Safety & Environmental Compliance: Hold key-holder responsibilities and support business continuity processes. Conduct regular HSE checks, maintain documentation, and follow up on incidents to closure. Upload compliance information to the intranet and support environmental reporting (utilities, waste, recycling). Finance & Procurement: Raise purchase orders and reconcile invoices. Source office supplies and equipment in line with budget requirements. Assist the Office/Facilities Manager with budget monitoring and preparation. Teamwork & Collaboration: Work closely with colleagues across UK offices to provide consistent, high-quality service. Support local and national initiatives that enhance workplace operations and culture. Provide cover for colleagues where needed and contribute to a supportive team environment. Perform regular building checks and ensure Health & Safety compliance. Coordinate planned maintenance and contractor schedules. Support office moves, setups, and general housekeeping. Liaise with suppliers and oversee reactive and scheduled works. Maintain accurate records and upload compliance data to internal systems. Assist with environmental and sustainability initiatives. Raise purchase orders, manage budgets, and source office equipment. Open the office daily and support Front of House duties. About You Key Skills: Strong IT skills, including Microsoft Office and operational software systems. Excellent organisational and time-management abilities. Confident, clear communicator with a professional and approachable manner. Calm under pressure, proactive, and able to use initiative. Ability to build strong relationships with key stakeholders. Flexible, collaborative, and committed to delivering high-quality service. Discreet and able to maintain confidentiality. Desired Experience : Previous experience in facilities, operations, or office management. Experience with budgets or general finance processes. Knowledge of ISO 14001 or 45001 (training provided if required). Experience in contractor coordination or workplace systems. Leadership or line-management experience (advantageous, not essential). Why Join Buro Happold? At Buro Happold, we believe in creating a better, more sustainable world. You’ll be part of a team that values innovation, collaboration, and excellence. We offer a supportive environment where your contributions make a real difference. What We Offer You Bring your knowledge and expertise to one of the world's most respected consultancies. Hybrid working arrangements Attractive salary Discretionary bonus Holiday entitlement of 25 days per annum (exclusive of bank holidays) and flexible holiday arrangements Generous company pension scheme, life assurance and income protection Flexible benefits including cycle scheme, dental insurance, optical cover, travel insurance, season ticket loans, and corporate discounts Enhanced parenthood leave policies A strong commitment to continuous development. Whatever stage in your career, we have a learning and development programme that will enable and empower you Entitlement to two memberships to professional bodies or subscriptions A commitment to your wellbeing through a comprehensive employee assistance programme and wellbeing activities 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 A supportive and inclusive environment that will welcome you through social and outreach activities from the Young Employees Forum to mentoring An international culture that wherever your career takes you at Buro Happold, you won't be far from exceptional. Apply now and be where exceptional is everywhere. A place for everyone Buro Happold values an individual's flexible approaches to working patterns as an important part of the way you work and achieve balance. We welcome applications from those who are seeking flexibility in their careers. Our exceptional portfolio of projects is the result of the diversity of thought, identities, backgrounds and experiences that shape us. Appreciating each other’s differences is key, we want employees to feel they don’t have to mask elements of their identity to thrive. We are working to change the lack of representation of marginalised groups in the built environment and are particularly keen to hear from anyone who feels they are underrepresented in the industry. We have much to learn from one another. Embracing difference allows us to develop the most innovative and elegant solutions. Please let us know if there are any adjustments we could make to the application process to make it easier and more comfortable for you. Contact recruitment@burohappold.com so we can work with you to support you throughout your application.