Workplace Experience Coordinator

Job Description

The Workplace Experience Coordinator plays a key role in delivering a high‑quality, welcoming, and seamless workplace experience for employees and visitors within an international organisation operating across multiple office locations in Europe.

Acting as the first point of contact for the local office, the role ensures daily space readiness, supports employee engagement and events, and proactively coordinates facilities and operational needs. Working closely with the Regional Workplace Experience Manager, regional stakeholders, building management, and vendors, this position contributes to a consistent, high‑standard workplace experience while responding to local office needs.

Front of House & Employee Experience

• Serve as the first point of contact for employees, visitors, vendors, and external partners, ensuring a professional and welcoming experience at all times
• Support a customer‑centric workplace culture aligned with company‑wide Workplace Experience standards 

Workplace Operations & Facilities Coordination

• Ensure daily space readiness across all office areas, including open‑plan spaces, meeting rooms, reception, kitchens, and shared facilities.
• Coordinate meeting room bookings, internal events, and day‑to‑day office activities.
• Liaise with building management and service providers to report, track, and resolve facilities and maintenance issues.
• Maintain workplace standards and support compliance with health, safety, and security procedures, in line with both local and regional guidelines.

Vendor, Asset & Supply Management

• Coordinate orders for office supplies, catering, coffee, beverages, and workplace services.
• Support vendor onboarding, manage purchase orders, and maintain accurate records of supplier contracts, office assets, and inventory levels.
• Manage incoming and outgoing mail and courier shipments.
• Oversee office keys, access badges/ID passes, and car parking access where applicable.

Events & Engagement Support

• Support the organisation of internal events and meetings, including logistics, room bookings, catering, and on‑site coordination.
• Contribute to regional and local workplace initiatives such as sustainability, wellbeing, and employee engagement projects.

Administrative & Project Support

• Provide administrative support to the Workplace Experience team and local leadership.
• Maintain workplace documentation, tracking tools, and operational records, contributing to regional reporting where required.

Qualifications

Essential:

• Fluent in French,  fluent English required
• Minimum 1-2 years of experience in office coordination, hospitality, administration, or workplace services
• Highly organized with strong attention to detail and a proactive approach
• Proficient in Microsoft Office Suite
• Excellent communication and interpersonal skills also collaborating with C-level 
• Ability to manage multiple priorities and coordinate across teams

Desirable:

• Experience in a similar role within the software or IT industry