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Senior Workplace Coordinator, UK

4 months ago

Camden Area, United Kingdom The Knot Worldwide Full time
WHAT WE DO MATTERS:nHere at The Knot Worldwide, we believe in doing work that matters. In 16+ countries around the world, our leading family of brands (The Knot, WeddingWire, Bodas, The Bash, The Bump, and more) provide best-in-class products, services and content to take celebration planning from inspiration to action. We are one of the most trusted global wedding Vendor Marketplaces, our mobile apps are top-ranked, our features are premier and our magazine is a go-to on the newsstand.

ABOUT THE ROLE AND OUR TEAM:nThe Senior Coordinator Workplace position is a service-oriented individual and responsible for delivering an exceptional client experience to both our external and internal teams. You will play a key strategic role in aiding in the support of hybrid work, managing all office vendor relationships, and operational projects.We are looking for a positive self-starter who is eager to thrive in a dynamic environment and is deeply passionate about providing high quality administrative support.nThis role is considered essential and required to be in our London office 5 days a week, travelling to Galway on occasion, quarterly and as needed, supporting our UK and Ireland teams.nThe individual will be highly organised, able to diagnose, report and/or resolve workplace issues quickly. This position will be actively engaged in providing a hospitality experience, and able to manage multiple internal stakeholders, events and competing priorities.nBeing tech savvy is a plus We are looking for someone who can identify problems and work with our Barcelona Helpdesk team to troubleshoot. On the job training to set up laptops for a seamless onboarding experience for new hires will be provided.

RESPONSIBILITIESnInclude but not limited to :nProblem-solving, actively determining the best way to resolve problems.nGood communicator, being patient and near the other employees. Manage any employee questions brought to your attentionnActively reach out to vendors for competitive pricing and negotiating to ensure we keep within budgetnEnsure the office is being cleaned and maintained, managing cleaning contracts and conversations with employees to ensure everyone is doing their partnManage projects to adequate office to new requirements.nKeep inventory and reorder supplies for Ireland and London office.nAssists with vendor management alongside Manager, Workplace (who sits in Spain) and our HR partners on site. Escalate requests to manager when needednSupport engagement events and lead the social committee.nBe the onsite POC for meeting and event support.nCollaborate with Barcelona IT Helpdesk team to organise and equipment for new starters, retrieval of equipment from terminated employees and organise replacement laptops when needed and basic troubleshooting in officenManagement of the access cards for offices + pull access card data for monthly ESG reportingnManages Guest ID badges that are checked out each day and ensures they’re accounted for or deactivated at close of business each daynGeneral administrative and coordination support Initial point of contact for all office-related enquiries including liaison with building manager, Landlord and TKWW’s Workplace teamnManage inbound/outbound postnCompetent health and safety person for the office (training will be provided)nMaintain health and safety policies and help with compliance and observancenAnalyse, organise and report all data needed for ESG (training will be provided).nOrganise office, storage and desk movesnSupport the team with ad hoc administration

SUCCESSFUL CANDIDATES HAVE:nAre able and willing to work in the office. This person will be considered an essential employee and therefore must be in office 5 days a week.nAre fantastic ambassadors and have impeccable customer service.n3-5 years of Workplace and/or HR related experience, 2 years of office supportnHave knowledge of Word, Excel, PowerPoint, Google Calendar, and G-SuitenThrive in a multi-tasked, fast paced environmentnAre strong communicators and able to articulate ideas in an organised concise manner with strong written and verbal skillsnHave the desire to innovate, identify problems and find creative solutionsnAre enthusiastic with the ability to thrive in an atmosphere of constant changenHave the ability to work independently, be resourceful and find solutions but also knows when to escalate problems that may arisenHave Strong organisational skillsnUphold vendor contracts and keep them accountable to SLAs.nPrior office administration experience requirednKnowledge of GDPR legislationnProfessional telephone mannernAbility to maintain strict confidentialitynAbility to prioritise effectivelynPositive attitude and are reliable and dependablenKnowledge of health and safety would be an advantage

BENEFITS:nHybrid workingn25 days of holiday + bank holidaynPension SchemenLife insurancenMedical expenses coverednAccess to a laptop and mobile phone as a work toolnBirthday day offnOn demand mental health assistancenReferral program