Workplace Experience Coordinator (Facilities Coordinator)

Responsibilities:

Town Hall & Events Coordination:
• Administer quarterly Town Halls and monthly social events in partnership with the social committee, managing logistics, invitations, and post-event feedback. If there are big offsite meetings you will be their first point of contact!
Workplace Experience & Continuous Improvement:
• Own the day-to-day workplace experience for employees and guests by proactively identifying pain points, gathering feedback from new starters, leavers and office users, suggesting practical improvements to how the office operates.
• Use feedback to refine onboarding, office setup, events and daily experience over time.
Event Management:
• Own the facilitation of in office events & external events. HRBP team will approve and sign off on events to ensure global alignment and consistent employee experience.
Employee Lifecycle Management:
• Coordinate end-to-end onboarding (compliance checks, inductions, IT/equipment setup) and offboarding (resignation acknowledgments, equipment return, access revocation).
Office Operations:
• Oversee mail collection, office groceries, supplies procurement, budget tracking, and expense reporting.
• Coordinate visitor access, deliveries, and office moves in partnership with facility management (not owning hard FM works).
• Make sure the office is clean, tidy and organised each morning.
• Work closely with IT to ensure meeting rooms are set up each morning.
Vendor & Contractor Management:
• Serve as primary liaison for cleaners, tech support, building management, and merchandise providers.
• Verify invoices and forward to Finance, evaluate vendor performance and manage landlord and sublease tenant relations.
Record Keeping & Compliance:
• Maintain office licenses, legal certificates, and internal documentation.
• Archive forms and ensure emergency procedures are current.
Health & Safety:
• Work with our OHS consultant to enforce workplace health and safety policies, manage emergency drills and training, and leverage your First Aid certification.

Requirements:

• 2–5 years of experience in Workplace Experience, Office Management, HR Operations, or Event Coordination.
• Experience planning and delivering internal events (town halls, social events, offsites).
• Experience supporting onboarding and offboarding processes (documentation, inductions, IT coordination).
• Strong organizational and multitasking skills with attention to detail.
• Ability to manage day-to-day office operations (supplies, meeting rooms, cleanliness, logistics).
• Experience working with vendors, facilities, and external partners.
• Strong stakeholder management and communication skills (HR, IT, Finance, employees, vendors).
• Ability to collect feedback and implement continuous improvements to workplace experience.
• Experience with budget tracking, procurement, and expense reporting.
• Basic knowledge of workplace compliance, record keeping, and health & safety practices.
• Proactive, problem-solving mindset with a strong service-oriented approach.
• Business level proficiency in English or above (equivalent to B2 or above in CEFR).