Senior Workplace Coordinator

2 months ago

London, United Kingdom The Knot Worldwide Full time

**ABOUT THE ROLE AND OUR TEAM**:
The Workplace Senior 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 our return to office plan in addition to managing all office vendor relationships and operational projects. This position will also be managing the lobby area, delivering great first impressions and welcoming guests. 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, supporting our UK and Ireland teams.

The individual will be a highly organized and personable HR professional, able to manage multiple internal stakeholders and competing priorities.

**RESPONSIBILITIES**

**Include but not limited to**:

- Actively reach out to vendors for competitive pricing and negotiating to ensure we keep within budget
- Manage any employee questions brought to your attention
- 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.
- Restock kitchens in local and offsite office in Galway.
- Assists with vendor management alongside Manager, Workplace (who sits in Spain) and our HR partners on site. This includes but is not limited to: coffee station management, office supplies ordering, and more
- Escalate requests to manager when needed
- Manages internal powerpoint for office space with open positions, birthdays and anniversaries each week
- 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
- Collaborate with IT to organise and equipment for new starters, retrieval of equipment from terminated employees and organise replacement laptops when needed
- Management of the access cards for offices
- 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 return to working in the office once the company has determined it to be safe and essential. This person will be considered an essential employee and therefore must be in office. _**:

- 3-5 years of Workplace and/or HR related experience, 2 years of office support experience
- Have knowledge of Word, Excel, PowerPoint, Google Calendar, and G-Suite
- Are fantastic ambassadors and have impeccable customer service
- 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
- Have the ability to have tough conversations with vendors and hold them accountable to SOWs and budgets
- 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

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