Workplace Coordinator

7 months ago

London, United Kingdom Trainline Full time

Company Description

We are champions of rail, inspired to build a greener, more sustainable future of travel. Our purpose is our momentum. It makes us feel good because we know we’re doing good. As we lead the way to a greener future, we do it together. We’re all about connections - with each other, with our customers and with the world. Just as our platform brings the world together, it’s our ambition that connects us. We motivate each other to go beyond our limits, to experiment, to fail and to always grow.

With over 110 million visits every month to our platform and £4.3 billion in net ticket sales, we're always innovating and making moves towards our final destination — a world where travel is as simple, seamless, and affordable as it should be.

And we couldn't do any of it without our incredible people driving us forward. Today, we're a FTSE 250 company that's proudly home to more than 1000 Trainliners from over 60 nationalities across offices in London, Paris, Barcelona, Milan, Edinburgh, Berlin, Madrid and Brussels. It's this diversity that energises us and makes us stronger, helping us to achieve amazing things.

With our sights firmly set on further European growth, there is no better time to jump on board this high-speed train and be part of our continued success.

Great journeys start with Trainline.

**Job Description**:
**The Workplace Team **plays a key role in the employee experience at Trainline, by connecting people and places, through our curated spaces, events, and services. We’re looking for someone who is highly organised and has a strong bias to action, with exceptional customer service and relationship building skills.

Based at reception in our** London office** you’ll deliver a friendly and welcoming front of house experience for employees and guests. You’ll also provide additional remote administrative support for our other offices.

**Employee Engagement**
- Curate an inclusive first-class workplace experience, which enables our employees to feel safe, happy, and productive, so they can do their best work.
- Build relationships with our teams and proactively gather information, so the Workplace Team can anticipate their needs before they arise and deliver outstanding customer service.
- Produce content to inform our employees about local information, building updates and upcoming events via agreed communication channels.
- Support and guide our employees on how to use our amenities to help them maximise their productivity in the office.
- Host weekly office orientation tours as part of the new starter onboarding process.
- Assist with the planning and delivery of internal events to promote employee connection and wellbeing.

**Building Operations**
- Ensure that our offices are fully operational, and processes are running efficiently. Including maintaining adequate stock levels of drinks, snacks, and stationery.
- Request quotes from vendors, submit purchase requests, coordinate contract signing, raise and receipt purchase orders and resolve invoice queries.
- Manage the workplace team monthly credit card expense reconciliation process.
- Monitor the workplace helpdesk and office slack channels, ensuring queries submitted by employees are resolved in a timely manner. Including booking meeting rooms and processing catering requests.
- Support with weekly building walkthroughs to review cleanliness, identify building maintenance issues (e.g., AC, lights, equipment etc) and check stock levels (e.g. stationery, drinks, and snacks).
- Register guests in our visitor management system, notify their host of their arrival and ensure they are comfortable. Issue and track office access cards, making sure they are ready for new starters and returned by leavers on their last day.
- Process incoming and outgoing mail including receiving, sorting, and arranging courier services.

**Health and Safety**
- Ensure health and safety policies, documentation (e.g. risk assessments / maintenance records) and procedures (e.g. fire evacuation plans) are filed, kept up to date and communicated with our employees.
- Help coordinate our Fire Warden and First Aider communities, ensure training is organised and records are maintained.
- Supervise third-party contractors when they are working in our office.

**Other**
- Suggest opportunities for improvements within the Workplace Team.
- Collate workplace data (e.g. office occupancy), produce and export reports.
- Manage the system administration of our hybrid working software, help answer employee queries and ensure information is up to date and correct.
- Act as the main point of contact for our travel management system, assisting employees with queries and issues relating to the platform and their bookings.
- Provide support and help coordinate workplace projects and initiative

**Qualifications**:

- Some previous experience in a hospitality, events, receptionist, or workplace/office coordinator role
- Fluent in English with strong verbal a

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