Workplace Coordinator

We are looking for a proactive and professional Workplace Coordinator to be the welcoming face of Hearst Networks and a key support across day-to-day office operations. This is a varied and hands-on role, suited to someone with strong attention to detail, great people skills and the ability to manage multiple tasks effectively.

Reporting to the Facilities Manager, you will take ownership of resolving day-to-day workplace issues, using your own judgement to escator where needed. The role requires the ability to quickly learn new systems and adapt to a range of requests from employees, visitors, and guests.

As the first point of contact for the office, you will help create a positive and well-organised environment, supporting busy periods and events, and proactively identifying tasks to keep the workplace running efficiently.

This is a permanent part-time position (Monday - Thursday). This role will be based in the London office 4 days a week, working on exciting, award-winning brands like Sky HISTORY and Crime+Investigation.

Key Responsibilities

• Welcome visitors and manage the visitor system.
• Oversee AV checks, desk/room bookings, and car park requests.
• Keep the reception area and meeting rooms tidy, ensuring proper set up and basic functionality. Address minor issues immediately and directly (e.g., cleanliness, tidiness, meeting cameras not working), whilst logging and following through on more complex facilities and IT issues to positive resolution (e.g. ongoing maintenance issues).
• Co-ordinate office supplies and stationery stock, ensuring consumable items in print area, stationery areas and stationary room are stocked.
• Co-ordinate internal events bookings and assist the Comms team with seating setup requirements.
• Support daily office operations and communications with staff.
• Manage access passes, office helpdesk queries, and tenant access to our office.
• Maintain data accuracy and GDPR compliance checks.
• Arrange and manage national/international couriers, ensuring cost effectiveness.
• Coordinate deliveries and IT kit collections.
• Engage with tasks for new starters and leavers, including office familiarisation, health and safety, and locker management.
• Carry out health and safety checks.
• Liaise with cleaners, porters, and contractors.
• Raise purchase orders and track invoices with Finance.
• Assist facilities Facilities Manager and Facilities contractors with any ad-hoc requests and assistance.

Key Competencies

• Delivering results and meeting customer expectations
• Following instructions and procedures
• Working with people
• Planning and organizing
• Adapting and responding to change

As a person you will be

• On top of the details, able to juggle multiple tasks and keep things organised, without losing sight of great office support.
• Naturally curious, with a mindset of "how could this be better?" even when working on repeat tasks.
• Someone who takes initiative, but also values being part of a supportive, collaborative team.
• Calm and adaptable when plans change, able to adjust quickly and keep your workload on track.
• Someone who takes ownership, building strong working relationships, values the standard of their work, and knows when to run with something independently or ask for input.

Minimum Requirements

• Excellent customer service skills
• Good professional communications skills, verbal and written
• Good active listening skills, to capture feedback and understand root causes of issues
• An ability to build trust and rapport.
• Takes pride and responsibility for your work delivery.
• Proactively looks to resolve issues.
• Remains calm, positive, and professional under pressure or when dealing with challenging requests.
• Keen Eye for detail and organisation.
• Ability to manage multiple tasks in a busy, service-driven environment.
• Comfortable using Microsoft Office and helpdesk systems.
• Able to handle sensitive situations and diverse personalities with discretion.

Desirable Requirements

• Experience in office coordination, facilities support, as a receptionist.
• Experience in managing meeting rooms and supporting facility operations, events or office logistics.
• Experience using desk or room booking systems (e.g. Engage/ Eptura/ Condeco).
• Experience using finance systems (e.g. Concur) for raising POs.
• Familiarity with raising purchase orders and basic invoice tracking.
• Experience working with suppliers or coordinating deliveries.
• Experience in inventory management.