Workplace Coordinator

gsma; Greater London; On-site; GBP 32,000 - 46,000; Part time

Job summary

GSMA is hiring a Workplace Experience Coordinator to manage the London office and day-to-day operations within the IT & Workplace department. You will ensure a best-in-class workplace and act as the first point of contact for colleagues, visitors, and suppliers.

This short-term contract with potential to convert to permanent focuses on health & safety, facilities management, and engagement initiatives to support productivity and collaboration across teams.

Qualifications

• Experience in office management and building support.
• Strong communication and relationship-building skills.
• Proactive, self-motivated and able to work independently.
• Comfortable in a dynamic environment with changing priorities.

Responsibilities

• Maintain a best-in-class workplace environment with efficient services.
• Be the first point of contact for employees, visitors, and stakeholders.
• Conduct daily health & safety and housekeeping inspections; escalate risks.
• Coordinate meeting room setups and ensure spaces are clean and stocked.
• Manage office supplies, kitchen provisions, and catering.
• Track GSMA assets and manage stock and lifecycle.
• Oversee mail, deliveries, courier bookings, and storage/archiving.
• Support maintenance activities and workspace improvements.
• Travel to global offices as required.

Skills

Communication

Teamwork

Diplomacy

Analysis

Delivery

Agility

Job description

Department: IT & Workplace

Team: Mutual

Location: London

Position type: Short-Term Contract with potential to convert to permanent

What the hiring manager says

We're looking for someone who is passionate about enhancing the workplace experience and has a keen eye for detail. If you're someone who enjoys bringing people together, implementing innovative solutions, and making a real impact on employee engagement and satisfaction, then this might be the perfect role for you.

You’ll be at the forefront of ensuring that our workplace is not just a physical space, but a thriving ecosystem where our employees can do their best work. You’ll oversee everything from facilities management to colleague well-being and engagement initiatives, all with the goal of creating an environment that promotes productivity and collaboration.

- Ryan Millard, Workplace Experience Business Partner

About the Team

The Workplace Services Team provide a first-class workspace with the tech and tools to ensure a happy, healthy and safe environment for all colleagues to do their best work.

We understand how a positive working space with all the necessary tools promotes wellbeing and motivation. By engaging with teams across the business and external partners, we are a team that meets the functional needs of our colleagues and continuously evolves to meet changing demands.

This role will work alongside our current Workplace Experience Coordinator to manage the London office workplace experience and day-to-day operations.

About the role

• Maintain a best-in-class workplace environment, ensuring services run efficiently and smoothly
• Act as a professional first point of contact for employees, visitors, and stakeholders
• Conduct daily health & safety and housekeeping inspections, escalating risks and issues
• Coordinate meeting room setups and ensure office spaces are clean, functional, and well-stocked
• Manage office supplies, kitchen provisions, and catering arrangements
• Track and maintain GSMA assets, ensuring accurate records, stock control, and lifecycle management
• Oversee incoming/outgoing post, deliveries, courier bookings, and storage/archiving processes
• Coordinate with suppliers, contractors, and building management teams
• Support planned and preventative maintenance activities
• Assist with workspace improvements, workplace projects, and company-wide events
• Produce and maintain workplace signage and communications
• Support onboarding and induction processes including workspace setup, access passes, and lockers
• Manage office security assets such as passes and keys, maintaining accurate records
• Collect and report facilities and workplace data, including utilisation metrics
• Assist with furniture moves and office reconfigurations in line with health & safety guidelines
• Act as a First Aider and Fire Warden (training provided)
• Promote sustainability by prioritising environmentally responsible suppliers and processes
• Travel to global offices as required

About you

You will have drive, enthusiasm and passion for office management and building support

You are a motivated and proactive team player capable of performing tasks independently and following own initiative

You show up with curiosity, and are a creative problem solver

You are a great communicator, capable of maintaining and building strong relationships

You will have the ability to prioritise workload and managing expectations with internal and external stakeholders

You are hands on and take a proactive and flexible approach to work and be comfortable with a dynamic environment with constantly changing priorities

You are Health, Safety, Wellbeing and Compliance conscious

You are IT confident with a high level of literacy

You are a Sustainability Champion!

About your skills

• Communication - You will communicate clearly and professionally with GSMA colleagues, external contractors, and suppliers, ensuring requests, updates, and issues are understood and responded to promptly.
• Teamwork - You will work collaboratively with colleagues across departments, supporting workplace needs and contributing to a best in class workplace experience.
• Diplomacy - You will handle complaints or service issues sensitively and professionally, balancing organisational needs with user expectations while maintaining positive relationships.
• Analysis - You will demonstrate strong attention to detail by carrying out regular inspections and daily checks, identifying issues or inconsistencies promptly, and taking appropriate action to resolve them before they elevate.
• Delivery - You will ensure Workplace services (e.g., maintenance, cleaning, compliance tasks) are completed on time and to standard, proactively following up to resolve issues and minimise disruption.
• Agility - You will respond quickly to changing priorities, such as urgent maintenance issues or operational needs, and adjust plans to maintain smooth operation of the London office.

We strive to offer a meaningful and inclusive a