People Experience Advisor

Space NK Limited; Greater London; On-site; GBP 36,000 - 48,000; Full time

Job summary

Space NK Limited is seeking a Senior Advisor for Workplace Operations at our Perivale Distribution Centre (DC), on-site with occasional travel to the Central London corporate office. The role focuses on People Experience, H&S, facilities, and engagement, working closely with senior management on site and the People Team.

This hands-on position requires 2-3+ years in office coordination, facilities support, HR or employee experience, with a proactive, autonomous approach to maintaining a positive

Qualifications

• 2-3+ years' experience in office coordination, facilities support, HR or employee experience.
• Strong organisational and multitasking abilities.
• Excellent interpersonal and communication skills.
• Confident stakeholder management at all levels.
• Certifications (e.g., NEBOSH, IOSH) advantageous.

Responsibilities

• Deliver a warm, customer-first experience to employees and visitors.
• Handle mail, couriers, and confidential items.
• Be TU requests point of contact and escalate to Senior HR Manager.
• Monitor supplies and manage DC office costs with budget discipline.
• Manage meeting/training room bookings and optimize occupancy.
• Coordinate with IT and H&S to ensure proper workspace and safety standards.
• Support People Strategy aligned workplace initiatives and events.
• Assist onboarding and promote inclusive, welcoming environment.
• Maintain notice boards and contribute to the monthly Company Newsletter.
• Support head office with stock/logistics for events and samples.
• Provide ad hoc support for team-building and wellness programs.

Skills

Organisational skills

Multitasking

Interpersonal skills

Communication skills

Stakeholder management

Problem-solving

Self-starter

H&S certifications

Job description

You will play a key role in shaping the workplace experience at the Space NK DC. Working closely with colleagues and stakeholders you will use feedback, insight and creativity to enhance our DC working environment in a multitude of ways. Whether delivering workplace improvements, supporting with HR processes, implementing people initiatives, introducing new services or helping create vibrant and collaborative environments, you will ensure our workplaces reflect our culture and support wellbeing, engagement and productivity. You will work closely with senior management on site at the DC but report into the Senior HR Manager and collaborate closely with the Work Experience Manager at the corporate site (and the rest of the People Team). You will be working as an individual contributor ensuring day-to-day operations run seamlessly while contributing to a positive, inclusive workplace culture. This is full-time position on-site at our Perivale DC, however occasional travel (one/twice a month to our corporate office in Central London will be required).

Workplace Operations, Facilities Support & Administration

• Deliver a warm, customer-first experience to employees, guests and visitors.
• Handle incoming mail, courier collections and deliveries - including confidential items for the Office and (on occasion) the Studio Space.
• Be the point of contact for TU requests referring on in a timely manner to Senior HR Manager
• Indirect procurement - monitoring supplies (stationery, kitchen, printing) and placing orders as needed whilst monitoring DC office costs with management, exercising commercial awareness and budget discipline.
• Manage booking requests for the meeting and training rooms in line with the calendar, ensuring that occupancy is maximised and that usage is appropriate but also that DC needs are primarily met.
• Monitor and track visitors across working spaces, and work with the IT Department to ensure that office working spaces are equipped and in line with Health and Safety guidance.
• Support project-based workplace initiatives aligned with the People Strategy.
• Handle sensitive information with professionalism and confidentiality.
• Act as a point of contact for general office-related queries from Head Office and colleagues in the DC.
• Manage DC's external relationships with any relevant vendors and service partners (e.g. cleaning, maintenance) alongside our Head of Property ensuring that we receive a high-quality service offering. Ensure meeting rooms, training rooms and common areas are tidy, well-stocked, and maintained by our Services Partner.
• Support the Studio with internal requests to the Administration team.
• Drive a positive workplace culture that promotes employee well-being, engagement and inclusion.
• Assist in delivering the annual Inclusion & Belonging Calendar and related initiatives at the DC using communication channels available.
• Facilitate employee onboarding (new starters) welcoming them to the site, orientating them to our operation and explaining how we do things - including people processes, and what to expect.
• Serve as a culture ambassador by helping promote an inclusive and welcoming environment taking insights from our annual N.gagement survey and ensuring that action plans are implemented for continuous improvement with on site management.
• Drive a sense of belonging through internal celebrations (birthdays/long service/promotions) and support coordination of bigger key company events including the Summer Party, Festive Party.
• Maintain the employee notice boards to update teams on key updates and feed into the monthly Company Newsletter to ensure visibility of the DC across the business through this initiative.
• Provide ad hoc support to the Senior HR Manager for team-building activities and wellness programs from time to time.
• Support with the centralised requests for stock and samples from Head Office to support events such as Sample Sale and co-ordinate logistics accordingly.

Employee Experience, Events & Internal Comms

• Work with line managers to ensure consistent feedback within probationary periods with regular check-ins.
• Support Line Managers with Warehouse Operative and Admin recruitment - using TeamTailor to screen CV's and conduct telephone interviews for both seasonal and permanent hires
• Guide managers in how to complete Return to Works and Risk Assessments, with support where required from the Senior HR Manager
• Ensure People Processes are conducted according to company policies and procedures
• Ensure records and processes align with internal controls, audit expectations, and GDPR requirements
• Act as a first point of contact for basic HR queries/concerns with escalation to the Senior HR Manager

Health & Safety

• Fire Marshal duties (training provided)
• Work closely with the H&S representative(s) on site, supporting them with ad-hoc training and quality control of H&S onboarding conducted by third party agencies. Support with compliance record keeping and incident reporting and proactively identify and mitigate risks (escalating to the H&S representative on site or Head of Property)
• Uphold H&S briefings with visitors and ensure strict dress-code is followed

Security

• Manage visitor arrival and notify internal stakeholders
• Ensure security processes are adhered to including but not limited to visitor sign in/out and upholding random staff search protocol.
• Troubleshoot any issues relating to facial recognition building access and onboard new starters to use this method of smooth access

The Senior Advisor will take full and joint ownership of the day-to-day running of the office (& some warehouse) environments focusing on People Experience, H&S, Loss Prevention, Facilities and Engagement. This is a hands-on role requiring strong organisational skills, the ability to deal with first line people issues/queries and the ability to manage people, systems, and facilities efficiently. The role operates with a high degree of autonomy and the ability to make decisions using sound judgment., 2-3+ years' experience in office coordination, facilities support, HR or employee experience.

• Strong organisational and multitasking abilities.
• Excellent interpersonal and communication skills.
• Comfortable working independently but in a fast-paced, dynamic environment.
• Self-starter with strong ownership and problem-solving skills.
• Confident stakeholder management at all levels.
• Any certifications (e.g., NEBOSH, IOSH, Highfield/City & Guilds, NVQ in H&S or equivalent) would be advantageous.

As the ultimate curator of over 100 of the most in-demand, highly innovative and boundary-pushing beauty brands, we are the go-to destination for worldwide beauty discovery.

Together through our neighbourhood stores, online presence and loyalty scheme, Space NK has built a flourishing community in which to discover beauty. The customer is at the heart of everything we do, and we will always endeavour to offer everything they need to help them explore, experiment, and enjoy our brands.