Workplace Services Coordinator

MathWorks; Galway; On-site; EUR 40,000 - 55,000; Full time

Job summary

MathWorks in Galway offers a hybrid work model that enables staff to split time between office and home. The Workplace Services Coordinator will oversee day-to-day facilities, coordinate internal events, manage vendor relations, and support onboarding to ensure a seamless workplace experience.

You will lead Health and Safety, partner with internal teams, and keep workplace systems updated. A bachelor's degree and at least one year of relevant experience are required.

Qualifications

• Bachelor's degree with 1 year of professional work experience or equivalent.
• Experience in facilities or office management is a plus.
• Experience in tech/office environment is beneficial.
• Strong communication and teamwork abilities.
• Proficient MS Office tools and willing to learn new systems.

Responsibilities

• Maintain office operations and facilities management.
• Build relationships with internal stakeholders.
• Coordinate internal events, manage budgets and venues.
• Assist onboarding and relocation for new hires.
• Serve as Health and Safety lead for the office.
• Be the point of contact for staff on office queries.
• Manage vendor relationships for hard and soft services.
• Maintain workplace systems including occupancy planning and helpdesk.
• Lead workplace projects and support regional office initiatives.

Skills

Interpersonal skills

Teamwork

Communication skills

Problem solving

Proactive/initiative

Education

Bachelor's degree

Tools

MS Excel

Microsoft Word

PowerPoint

Job description

Summary

MathWorks has a hybrid work model that enables staff members to split their time between office and home. The hybrid model provides the advantage of having both in‑person time with colleagues and flexible at‑home life optimizations.

We are looking for an experienced Workplace Services Coordinator to lead the day‑to‑day office processes for our modern office just off Eyre Square in Galway City. You will have a strong focus on collaboration, efficiency, creativity, and excellent attention to detail. You should be an energetic professional, comfortable wearing multiple hats, and able to adapt and thrive in our growing environment.

MathWorks nurtures growth, appreciates inclusivity, encourages initiative, values teamwork, shares success, and rewards excellence.

Responsibilities

• Maintain office services by organizing office operations and management of day‑to‑day facilities, staff amenities, administration requirements, general office management and external contractors in the facility space
• Partner with internal stakeholders and build effective business relationships that contribute to MathWorks growth and ensure we provide the best workplace experience for our employees
• Oversee internal events organization for the office including food program, special events and functions such as our Summer and Winter Outings, identifying suitable venues, managing to budget, bookings, negotiations with venues, menus, and planned activities
• Work with Recruitment and other teams to ensure a proactive new hire relocation program and onboarding system is maintained
• Be the Health and Safety lead for the office, ensuring, among other things, that all legal and regulatory requirements are in place for fire management, evacuations, first aid, accident reporting and ergonomic assessments
• Be the point of contact for staff for all office related queries
• Manage vendor relationships for hard and soft services including cleaning, maintenance, office supplies, etc
• Operate and keep updated our internal workplace systems and projects as needed, including our occupancy planning, security/access system, maintenance management, and helpdesk ticketing system
• Lead assorted workplace projects and assist with EMEA office initiatives as appropriate

Minimum Qualifications

• A bachelor's degree and 1 year of professional work experience (or equivalent experience) is required.

Additional Qualifications

• Bachelor’s degree and or experience in facilities management, ideally including staff or customer event planning
• Worked within a tech or similar office environment
• Excellent interpersonal and team‑working skills, as well as a high degree of enthusiasm, curiosity, and adaptability
• An interest in helping people, especially solving problems
• Excellent written and verbal communication skills
• The ability to use your network. If you don’t know the answer, you’ll collaboratively use your internal regional and global network to understand best practices and standards until you find it
• Systems experience and have good MS Excel, Word and PowerPoint skills
• Ability to be in the office 5 days a week