Workplace Experience & Facilities Coordinator

ST James Facilities; City Of London; On-site; GBP 30,000 - 45,000; Full time

Job summary

ST James Facilities in the City of London seeks a proactive Workplace Operations Coordinator to deliver a seamless workplace experience. You will oversee daily operations, coordinate facilities, manage vendors, support onboarding, and assist with on-site events to ensure a welcoming and efficient office environment.

The role requires hands-on service orientation, strong organization, and effective communication to support employees, visitors, and vendors.

Qualifications

• 2+ years of experience in workplace coordination, office management, facilities, or similar roles.

Responsibilities

• Oversee day-to-day office operations to ensure a well-organized, efficient, and professional workplace environment
• Conduct regular office walkthroughs to identify maintenance issues, safety concerns, and opportunities for improvement
• Manage office inventory, supplies, and equipment; place orders as needed and maintain appropriate stock levels
• Coordinate with building management, maintenance teams, and service providers to address repairs, facilities issues, and general upkeep
• Serve as the primary point of contact for office vendors and contractors, including cleaners, shipping services, and other workplace-related providers
• Support workplace health, safety, and compliance standards in alignment with company policies
• Assist with onboarding new hires by coordinating workspace readiness, access credentials, and issuing employee badges
• Track and manage workplace-related invoices, purchase orders, and expense documentation as needed
• Greet visitors, clients, and employees with professionalism and a welcoming demeanor, serving as the first point of contact for the office
• Answer, screen, and direct incoming calls, emails, and general inquiries in a timely and courteous manner
• Manage incoming and outgoing mail, packages, and shipments; coordinate closely with facilities and shipping vendors
• Maintain a clean, organized, and welcoming reception area, conference rooms, and common spaces
• Manage conference room scheduling and ensure rooms are properly set up, stocked, and equipped for meetings
• Coordinate with Executive Assistants and internal stakeholders to support on-site meetings and events, particularly when meeting owners are remote
• Assist with the planning, setup, and day-of execution of onsite meetings, events, and employee activities
• Act as a liaison between Commvault employees and external service providers to ensure clear communication and timely issue resolution
• Provide general administrative support and assist teams with special projects, ad hoc requests, and operational initiatives
• Support internal communications related to office operations, workplace policies, and employee updates
• Maintain workplace documentation, procedures, and checklists
• Identify opportunities to improve workplace processes, operational efficiency, and the overall employee experience

Skills

Office coordination

Facilities management

Vendor management

Reception duties

Event coordination

Communication skills

Google Workspace / MS Office

Tools

Visitor Management Systems

Service Now ticketing

Job description

ST James Facilities in the City of London seeks a proactive Workplace Operations Coordinator to deliver a seamless workplace experience. You will oversee daily operations, coordinate facilities, manage vendors, support onboarding, and assist with on-site events to ensure a welcoming and efficient office environment.

The role requires hands-on service orientation, strong organization, and effective communication to support employees, visitors, and vendors.