Workplace Coordinator

The role

The Workplace Coordinator will serve as the central point of contact between employees, visitors, and the office management team. The role covers day-to-day office operations, creating a pleasant and organised work environment, and handling the operational and administrative needs of the organisation. The Workplace Coordinator will be responsible for ensuring the office runs efficiently and that every employee and visitor receives a professional and welcoming experience.

 

Key Responsibilities

Guest & Entrance Management

• Greet and welcome visitors and employees in a professional and friendly manner
• Direct visitors to the relevant departments and meeting rooms
• Maintain cleanliness and order in the reception and entrance area

Employee Support & Focal Point

• Serve as the primary point of contact for employees on all office-related matters
• Help employees resolve day-to-day office issues, including workspace needs, facilities, and equipment
• Handle incoming and outgoing mail, packages, and deliveries
• Ensure clear and timely communication between departments and external parties

Meeting & Office Coordination

• Manage meeting room bookings and ensure rooms are prepared for meetings
• Assist with meeting logistics: equipment setup, catering, and related arrangements
• Manage and order office supplies and food, ensuring the office is always stocked and running smoothly

Administrative & Operational Support

• Assist with administrative tasks such as invoice uploads, inventory management, and processing supplier payments
• Report maintenance issues (broken furniture, equipment, etc.)
• Support internal events, including catering and logistics

Parking & Security Management

• Monitor and manage office parking spaces
• Coordinate visitor access and enforce security protocols

 

Key Skills & Experiences

• Proven experience in a reception, secretarial, or office coordination role
• Excellent customer service skills and ability to interact professionally with a wide range of people
• Strong written and verbal communication skills
• Strong organisational skills and ability to manage multiple tasks simultaneously
• Proficiency in office software (MS Office, email systems, etc.)
• Strong attention to detail and organisational skills
• Proactive and capable of managing multiple tasks in a fast-paced environment
• Ability to maintain confidentiality and adhere to office policies

Additionally nice-to-have:

• Previous experience in a corporate or B2B environment
• Experience with office management systems or software
• Familiarity with office security protocols