Senior Coordinator Workplace and IT, UK

1 month ago

United Kingdom The Knot Worldwide Full time

WHAT WE DO MATTERS:

Here 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:

The Senior Coordinator Workplace and IT Coordinator 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, operational projects and basic front line IT support. 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.

This 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.

The individual will be a highly organised and personable HR/IT professional, able to diagnose, report and/or resolve workplace issues quickly. This position willand preferably have IT experience or qualifications (e.g IT Help Desk Technician, troubleshooting basic conference room or laptop equipment, act as a liaison between the office and virtual internal IT support) and able to manage multiple internal stakeholders, events and competing priorities.

RESPONSIBILITIES:

Include but not limited to:

  • Problem-solving, actively determining the best way to resolve problems.
  • Good communicator, being patient and near the other employees. Manage any employee questions brought to your attention
  • Actively reach out to vendors for competitive pricing and negotiating to ensure we keep within budget
  • Ensure the office is being cleaned and maintained, managing cleaning contracts and conversations with employees to ensure everyone is doing their part
  • Manage projects to adequate office to new requirements.
  • Keep inventory and reorder supplies for Ireland and London office
  • Assists with vendor management alongside Manager, Workplace (who sits in Spain) and our HR partners on site. Escalate requests to manager when needed
  • Support engagement events and lead the social committee.
  • General Support HR policy and HR programs, initiatives, and solutions
  • Create and distribute new starter communication letters and weekly newsletter
  • Provide basic, front line IT support to the office including but not limited to: ensuring conference rooms are in good working order, ipads are functioning correctly, basic troubleshooting.
  • Be the onsite IT POC for meeting and event support
  • Collaborate with IT to organise and equipment for new starters, retrieval of equipment from terminated employees and organise replacement laptops when needed
  • Diagnose and troubleshoot technical issues, including account setup and office network configuration.
  • Creates New Hire swag bags, name tags, orientation schedules, ID badges and Candidate Interview Folders
  • Management of the access cards for offices + pull access card data for monthly ESG reporting
  • Manages Guest ID badges that are checked out each day and ensures they’re accounted for or deactivated at close of business each day
  • General administrative and coordination support Initial point of contact for all office-related enquiries including liaison with building manager, Landlord and TKWW’s Workplace team
  • Manage inbound/outbound post
  • Competent health and safety person for the office (training will be provided)
  • Maintain health and safety policies and help with compliance and observance
  • Analyse, organise and report all data needed for ESG (training will be provided).
  • Organise office, storage and desk moves
  • Support the team with ad hoc administration

SUCCESSFUL CANDIDATES HAVE:

  • Are 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.
  • Are fantastic ambassadors and have impeccable customer service.
  • 3-5 years of Workplace and/or HR related experience, 2 years of office support and /or IT related experience.
  • Have knowledge of Word, Excel, PowerPoint, Google Calendar, and G-Suite
  • Basic troubleshooting of IT issues and google meet conference room equipment
  • Thrive in a multi-tasked, fast paced environment
  • Are strong communicators and able to articulate ideas in an organised concise manner with strong written and verbal skills
  • Have the desire to innovate, identify problems and find creative solutions
  • Are enthusiastic with the ability to thrive in an atmosphere of constant change
  • Have the ability to work independently, be resourceful and find solutions but also knows when to escalate problems that may arise
  • Have Strong organisational skills
  • Uphold vendor contracts and keep them accountable to SLAs.
  • Prior office administration experience required
  • Knowledge of GDPR legislation
  • Professional telephone manner
  • Ability to maintain strict confidentiality
  • Ability to prioritise effectively
  • Positive attitude and are reliable and dependable
  • Knowledge of health and safety would be an advantage

BENEFITS:

  • 25 days of holiday + bank holiday
  • Pension Scheme
  • Life insurance
  • Medical expenses covered
  • Access to a laptop and mobile phone as a work tool
  • Birthday day off
  • On demand mental health assistance
  • Referral program

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