Workplace Coordinator

Workplace Coordinator

Location: SJS, Timber Square

Workplace type: On-site – London, GBR

What this job involves

The Workplace Coordinator will support the onsite Workplace team by providing professional administrative support to help deliver building operations. Responsibilities include delivering administrative activities across accounting, finance, maintenance, operations, vendor oversight, purchasing of material, equipment and supplies, occupancy services, and helpdesk. The role focuses on ensuring smooth service delivery and an exceptional end-user experience within a corporate HQ.

What your day-to-day will look like

• Coordinate day-to-day workplace operations, ensuring services are delivered in line with agreed KPIs and service standards.
• Manage and track workplace work orders, provide reporting insights, and support operational performance improvements.
• Support the delivery of workplace projects, business initiatives, and change programmes, ensuring actions are progressed and outcomes achieved.
• Contribute to sustainability, workplace experience, and continuous improvement initiatives across the site.
• Assist with occupancy planning, space utilisation, and workplace data management to support informed decision-making.
• Provide operational support and continuity during periods of leadership absence to maintain service excellence across the workplace.
• Oversee supplier performance, build effective vendor relationships, and support contract governance activities.
• Raise purchase orders and support financial processes in line with company policies and governance requirements.
• Manage end-to-end processing of utilities non-PO invoices, ensuring accuracy, compliance, and timely payment.
• Act as the key liaison between suppliers, Accounts Payable, and internal stakeholders to resolve invoice queries and provide status updates.
• Maintain accurate financial records, reporting trackers, and supplier payment information.
• Support compliance, contractor management, incident reporting, and risk management processes.
• Coordinate workplace events, meetings, and employee engagement activities to enhance the workplace experience.
• Build strong relationships with stakeholders and identify opportunities to improve efficiency, service delivery, and employee satisfaction.

Knowledge, Skills & Abilities

Skills & Knowledge

• Superior customer service skills and orientation.
• Ability to maintain professionalism at all times, including under stressful situations.
• Ability to plan and manage work under time constraints.
• Ability to multitask and work without direct supervision.
• Experience working within Corrigo or other CMMS/automated work order systems.
• Proficient in MS Office and Google suites, with strong written, verbal, and interpersonal skills.
• Strong organisational skills and a collaborative approach.

Other Abilities

• Must be proficient at Excel spreadsheets and capable of customizing administrative reports.