Workplace Coordinator

Workplace Experience Coordinator

The Workplace Experience Coordinator plays a vital role in creating and welcoming environment for visitors, partners, and employees. The ideal candidate is polished, organized and efficient, with excellent communication skills and the ability to multitask. This role is pivotal in maintaining the company´s image and ensuring smooth day-to day operations.

The main responsibilities will be:

Guest Experience:

• Serve as the first point of contact, delivering a warm VIP style welcome to all visitors, employees and vendors.
• Greet guests by name and ensure professional first impression.
• During Lunch time, monitor waiting times and liaise with employees and F&B vendor to minimize delays
• Coordinate with receptions, security, café and cleaning teams to maintain a high standard of service.
• Support requesting access for new employees and visitors with the Landlord administration
Office Tours

Events Coordination:

• Support in executions of events, including room bookings, room configurations, vendor management, snacks distribution, swag distribution, wayfinding support and handling special requests for all kind of events
Source and supply vendors across offices

Amenity Access Management:

Handle access to building amenities such as fitness centers, cafes, restaurants and premier services ensuring a comfortable and convenient workplace experience

Building Rounds & Floor Walks:

Conduct regular inspections to reset conference rooms, replenish pantries supplies and identify and address janitorial, maintenance or food & beverages needs.

Who are we looking for?

• Excellent written and spoken English and Spanish.
• A knowledge of outsourced facilities management is beneficial.
• Must have a good working knowledge of all MS packages.
• Administration and coordinating experience.
• Excellent customer service and client relationship skills
• Ability to manage multiple tasks and prioritize workload.
• A background of reception / PA and customer services roles
• A knowledge of facility management systems is ideal but not essential (IWMS/CAFM)
Event planning experience preferred but not required

What’s in it for you?

• Competitive pay scales reviewed annually
• Discretionary annual company bonus
• Private healthcare and life cover
• 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. We use AI to help us assess applications fairly and objectively.