Workspace Coordinator

Job Purpose:
 

The Workspace Coordinator plays a central role in delivering a seamless, engaging, and efficient workplace experience.

This position supports the coordination of soft services, events, space planning, employee experience initiatives, and day-to-day operations across the office.

Acting as a key liaison between facilities, vendors, and internal teams, the Workspace Coordinator ensures that the physical work environment is aligned with the company’s culture, brand, and operational needs.

The post holder will support the Workspace Manager and deputize when required.

Key Tasks & Responsibilities:

Workplace Operations & Coordination

• Manage the day-to-day coordination of workspace services including cleaning, catering, security, mailroom, and maintenance.
• Monitor office space usage, assist with desk planning and moves, and ensure meeting rooms and collaboration areas are well maintained.
• Support with the onboarding/offboarding processes, including workspace set-up and orientation for new joiners.

Vendor & Supplier Management

• Liaise with third-party vendors to ensure timely service delivery and issue resolution.
• Track and manage service level agreements (SLAs), escalate concerns as needed, and ensure vendor compliance with policies.
• Support the procurement of workspace supplies and equipment.

Employee Experience & Engagement

• Act as a point of contact for employee workplace queries, ensuring prompt and friendly service.
• Coordinate and support in-office events, wellness initiatives, and engagement activities that contribute to a positive office culture.
• Support the Workspace Manager and local LT with wellness initiatives and activities that contribute to a positive office culture.
• Maintain digital communications (e.g., screens, newsletters, or platforms like Flutter TV) to keep teams informed and engaged.
• Works alongside the Workspace Manager to ensure events are well-organized and aligned with office requirements.
• Coordinates and supports on-site events, ensuring a seamless experience for employees and guests and compliance with company guidelines.

Health, Safety & Compliance

• Support health and safety compliance by ensuring common areas are hazard-free and safety procedures are up to date.
• Assist with audits, incident reporting, and coordination of first aid/fire marshal teams.
• Ensure all workspace activities meet corporate compliance, sustainability, and accessibility standards.

Data, Reporting & Improvements

• Track space utilization, feedback, and service performance metrics.
• Identify areas for improvement and contribute ideas to enhance workspace design, experience, and efficiency.
• Maintain accurate records of workspace usage, supplier costs, and service issues.

Minor Works & Projects

• Support the Workspace Manager and Design & Development Team to ensure on site works are conducted safely and in accordance with approved documentation
• Collate quotations as required for various minor works
• Ensure appropriate communications are provided to on site users explaining works taking place
   

  Skills & Competencies:

• Strong coordination and organizational skills with attention to detail.
• Proactive and solutions-oriented with a passion for creating great employee experiences.
• Excellent interpersonal and communication skills; comfortable engaging with employees at all levels.
• Confident working with vendors and managing service relationships.
• Comfortable with technology and systems (e.g., Microsoft Office, Slack, helpdesk platforms, or CAFM tools).
• Ability to balance multiple priorities in a dynamic, fast-paced environment

  Success Measures

• Timely resolution of workspace requests and incidents, with minimal escalation.
• Successful coordination of at least one workplace or experience initiative per quarter or in line with departmental objectives
• Positive feedback from internal teams, vendors, and management.
• All services delivered in compliance with health, safety, and risk management standards.
• Accurate space usage and vendor reporting submitted on time as required.