Business Operations Coordinator (UK)

WALT Labs; London; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading office in the UK is seeking a Business Operations Coordinator essential for ensuring smooth daily functions of the workplace while supporting HR and operational systems. This role involves proactive coordination of logistics, maintaining office supplies, and aiding in onboarding new hires to enhance team productivity. Ideal candidates will possess strong organizational skills and have familiarity with collaboration tools, ensuring workflow efficiency across departments.

Benefits

Private Medical Insurance

Paid Time Off (Vacation, Sick & Public Holidays)

MacBook Laptop

Remote work flexibility

Real transparency into the rest of the company

Qualifications

• Strong organizational skills and attention to detail.
• Proven ability to manage logistics and schedules.
• Solid written communication skills and experience proofreading.

Responsibilities

• Coordinate office operations and logistics across multiple departments.
• Support onboarding logistics and internal communication.
• Manage shared calendars and office event logistics.

Skills

Organizational skills

Attention to detail

Written communication skills

Logistics management

Proactive communication

Tools

Google Workspace

Slack

Jira

Confluence

Job description

The Business Operations Coordinator at WALT Labs is a vital anchor role responsible for maintaining the smooth daily operation of our office environment while supporting the execution of internal systems across HR and Operational functions.

This individual ensures action items move forward across teams, coordinates logistics for the UK, US and global office functions, supports company events and communications, and takes ownership of internal workflows that affect employee experience and team productivity. This is a structured, proactive, and hands-on role, critical to keeping the organisation aligned and efficient.

Office Operations & Facilities

• Open and close the office daily (US) / coordinate schedules of team with shared working space (UK)
• Maintain a tidy, professional office space—coordinate with cleaners and vendors as needed
• Monitor and restock supplies: office, kitchen, cleaning, and restroom inventory
• Manage all shipping, receiving, and mail handling
• Book car services, couriers, and coordinate in-person Google visits
• Maintain a curated local list of hotels, restaurants, and logistics vendors (for London and UK-based events)
• Prepare travel reimbursement reports as required
  
  

Administrative Process Ownership

• Join meetings as needed, aid in capturing actions from AI tools
• Track and follow through on team tasks and checklists—ensure accountability and reminders
• Manage shared calendars, conference room bookings, and office event logistics
• Proofread documents, internal decks, or collateral before publication or leadership review
• Identify and anticipate recurring administrative needs (e.g., quarterly tasks, seasonal operations, compliance timelines) and proactively initiate actions or reminders
• Support with formatting and updating internal documentation (handbooks, guides, newsletters, templates)
  
  

HR & Onboarding Support

• Support onboarding logistics for new hires:
• Coordinate laptop/tech shipping and access provisioning
• Update shared calendars and confirm 1:1s and onboarding meetings
• Deliver onboarding slide decks or checklists
• Ensure PTO and handoff documentation is completed and reflected in calendars
• Support HR comms such as company-wide announcements
  
  

Compliance & Documentation

• Review legal documents for basic formatting and completeness before circulation
• Track document signature status and organize signed versions in the appropriate Drive folders
• Coordinate document access or routing between HR, Legal, and Operations
• Maintain a working knowledge of basic onboarding and contractor agreement flows
  
  

Qualifications

Required

• Strong organizational skills and attention to detail
• Proven ability to manage logistics, schedules, and multi-department checklists
• Familiarity with tools like Google Workspace, Slack, Jira, and Confluence
• Comfort navigating a fast-paced environment with shifting priorities
• Solid written communication skills and experience proofreading
• Comfortable managing travel, basic expense tracking, and internal systems
  
  

Preferred

• Experience supporting HR and Legal admin workflows
• Event coordination or office vendor liaison experience
• Familiarity with UK-based operations or hybrid orgs
  
  

Competencies

• Highly dependable, self-directed, and able to follow through with minimal supervision
• Friendly and composed under pressure; maintains professional tone at all times
• Proactive communicator and task-mover: identifies gaps and closes them
• Maintains confidentiality and discretion across HR and legal processes

• Private Medical Insurance
• Paid Time Off (Vacation, Sick & Public Holidays)
• MacBook Laptop
• Real transparency into the rest of the company
• Remote work flexibility