Workplace Coordinator

Reporting into the Instant Community Manager, this role is responsible for supporting the provision of client focused facilities and workplace activities.  Located in the city of London, this role takes ownership and responsibility for the total workplace delivery for one of our key strategic clients. The Community Host plays a crucial role in fostering a positive and productive work atmosphere by facilitating smooth processes and addressing the diverse needs of the workplace.

This role is based on site in our client’s flagship London office.  There you will be supported by a strong team, who you will work with to ensure the workplace is always seen as the best place to work from. You will require a full understanding of your clients’ requirements to ensure that solutions are delivered to on time, in budget & to client satisfaction. You will operate as the local “eyes and ears” of the Community Team bringing any areas of improvement or issue to your manager.  The Community Host role is pivotal in maintaining a harmonious and efficient workplace, contributing to the overall success and growth of the organisation.

Key Responsibilities

• Oversee the maintenance and organisation of the office spaces, ensuring a clean, safe and comfortable working environment.
• Coordinate with vendors and service providers for facility related tasks, working with our key partners for M&E, Catering, Cleaning, Planting, Coffee Machines, etc.,
• Serve as a point of contact for employees seeking assistance or information related to workplace matters.
• To support in ensuring the office working environment and workplace services supporting the business achieve financial and qualitative standards, meet customer expectations, and are continually improved.
• Logging of any issues promptly with the Helpdesk, owning the ticket through to a successful and timely resolution
• To assist the Community Manager in delivering a seamless service in conjunction with any service providers
• Daily tasks include floor walks to ensure the office space is upkept to the highest of standards, meeting room spot checks, mail room and courier activities. As well as addressing and resolving issues promptly, escalating to appropriate channels, when necessary, through our helpdesk function.
• Support, coordinate, plan, and understate office site inductions as required
• Ordering of office stationery as needed
• Support Health & Safety in the workplace: updating H&S posters, signage, and other ad-hoc requirements.
• Develop relationships to build networks with staff throughout the workplace.
• Develop knowledge to act as a signpost of internal client queries and an escalation point for third party delivered services.
• Work with the Community Manager to ensure compliance with the relevant supply chain service level agreements (SLA) Bring to the attention any issues or shortcoming in local service.
• Support Instants and the clients’ environmental policies to improve overall performance and help it achieve its stated environmental objectives and targets.
• Hold Fire Warden and First Aider responsibilities
  
  

Skills, Experience & Qualifications

• Previous experience in administrative or support roles is beneficial. This could include positions such as administrative assistant, receptionist, or similar roles where organisational and multitasking skills were utilised.
• Familiarity with office procedures, protocols, and basic knowledge of business operations is an advantage.
• Experience in facilities management, event coordination, and customer service may be relevant, depending on the specific responsibilities outlined in the job description.
• Knowledge and understanding of the health and safety relevant to the office inc. Fire, First Aid DSE, and Accident reporting.
• A general awareness of workplace services and operations.
• Good IT skills and ability to use application-based software.
• You can create positive working relationships at all levels with internal and external parties.
• You are proactive, flexible and hands on. Your problem-solving abilities inspire confidence & trust.
• You can manage multiple tasks and prioritise workload effectively.
• The capacity to identify challenges, propose solutions, and navigate unexpected situations contributes to effective workplace support.
• Effective written and verbal communication skills are essential for clear and professional correspondence with team members, executives, and external contacts.
• The workplace environment can be dynamic, so adaptability and flexibility are crucial for handling changing priorities and unexpected tasks.
• The workplace environment can be dynamic, so adaptability and flexibility are crucial for handling changing priorities and unexpected tasks.
• Proficiency in using office software (e.g., Microsoft Office Suite, Google Workspace) and familiarity with basic office equipment is often required.
  
  

About the company

We are The Instant Group, now part of IWG, where work gets smarter—for employees, businesses, and the planet. As the world’s largest flexible workspace provider, we connect over 250,000 organisations with office space, coworking memberships, virtual offices, and meeting rooms. We deliver market-leading data, expert consulting in portfolio strategy, procurement, and sustainability, and empower 20,000+ landlord, operator, and investor partners to capture flex demand and boost asset performance.

With global clients like Prudential, Booking.com, Shell, Jaguar Land Rover, GSK, and Hines, our teams operate across virtual and physical offices in London, Paris, New York, Hong Kong, Singapore, Sydney, and beyond.

Join a dynamic business named one of the Best Places to Work in Property, and featured in the Sunday Times HSBC International Track 200. Build your career where innovation meets opportunity—and help shape the future of work.

Carbon Neutral Workplaces
IWG’s purpose of helping everyone have a great day at work, while protecting people and the planet is at the heart of everything we do. We are proud to supply all of our customers worldwide with carbon neutral workplaces, and we have a strong climate action plan in place to help us achieve our objective of Net Zero emissions by 2040.

Leading Employer Award
IWG is proud to be the recipient of a Leading Employer Award in both 2022 and 2023. Awarded exclusively to the top 1% of employers, the accolade is testament to our diverse global workforce and the role everyone plays in bringing our purpose, culture and values to life, every single day.