Workplace Coordinator

The Role

The Workplace Coordinator will be a key person in the operational coordination of the workplace. They will be responsible for community management, making connections and supporting the host team for the space. The Workplace Coordinator will become the heartbeat of the office, living, and breathing the clients’ core values and supporting to help achieve their mission in relation to the use of the office space.

What will you be doing?

Community & Service Management

• Foster a unified, inclusive team culture and act as the public face of the workplace.
• Line manage community hosts and support team onboarding (including virtual).
• Coordinate operational and community initiatives, knowledge sharing, and events.
• Resolve operational issues efficiently while maintaining a positive environment.
• Support workspace logistics (meeting rooms, desks, project spaces).
• Lead a Workplace Community Group to drive community-focused initiatives.

Facilities, Security & Safety

• Ensure high-quality delivery of facilities management and workplace standards.
• Oversee safety protocols including fire warden duties, first aid, and accident reporting.
• Manage contractors, permits to work, and emergency procedures.
• Promote security awareness and compliance with client protocols.
• Support environmental and sustainability practices (waste, energy, policies).

Operational Excellence & Compliance

• Monitor and allocate work to meet service standards and improve delivery.
• Ensure compliance with health, safety, environmental, and security policies.
• Support audits, business continuity, and certification requirements.

Who are we looking for?

• Alignment with our company behaviours: Play To Win, Own Your Outcome, Solve It Together, Help Each Other Grow 
• Proven line management and independent working experience.
• Strong understanding of workplace services, H&S regulations, and office compliance
• Tech-savvy with knowledge of relevant databases.
• Awareness of legislative and tech changes impacting workplace operations.
• Proactive, resilient, and solutions-oriented.
• Excellent communication, customer service, and relationship-building skills.
• Strong judgment, prioritisation, and multitasking capabilities.
• Continuous improvement mindset with attention to detail.
• Personable and hands-on leader with a positive, team-driven approach.

What's in it for you?

• Competitive pay scales reviewed annually 
• Discretionary annual company bonus 
• Private healthcare and life cover 
• A focus on connectivity and bigger relationships as part of our workplace experience strategy 
• Bespoke training programmes and our bespoke ‘Instant Learning’ portal 
• Reward Gateway (discounts!) 
• Wellbeing Centre 
• Global Employee Assistance Programme 
• Brilliant colleague recognition scheme, with quarterly and annual ‘Let’s Celebrate’ awards (with great prizes!) 
• Generous referral scheme 
• Laptop / tech provided 

At The Instant Group, we prioritise our people and our clients. We are committed to fostering diversity, equality and inclusion, providing equal opportunities in all aspects of employment. Our goal is a workforce that truly reflects society and our customers, creating an environment where every employee feels respected and empowered. When hiring or promoting from within, we see diverse experiences from a variety of backgrounds and welcome all applications regardless of age, gender, race, ethnicity, sexual orientation, religion, disability status or any other dimensions of diversity. Should you need any reasonable adjustments made to this application process, please don't hesitate to let us know. We use AI to help us assess applications fairly and objectively.