Workplace & Facilities Coordinator

Quantexa; United States; On-site; USD 40,000 - 55,000; Full time

Job summary

Quantexa is seeking an Office Coordinator for their London office. You will manage day-to-day office operations, ensuring a welcoming and safe environment, while supporting health & safety compliance.

The ideal candidate will have strong multitasking skills, proficiency in office software, and a proactive approach to addressing issues. Join our diverse and collaborative team to help create a great workplace experience.

Qualifications

• Must have experience with day-to-day office management tasks.
• Ability to work effectively in a fast-paced environment.
• Strong attention to detail and organizational skills.

Responsibilities

• Oversee the day-to-day running of the London office.
• Act as the first point of contact for office matters.
• Support health & safety management and compliance.
• Manage office supplies and visitor logistics.
• Manage and escalate maintenance and security issues.

Skills

Proficiency in Google Workspace or Microsoft Office

Comfort with new systems

Understanding of office health & safety

Basic IT familiarity

Multitasking

Proactive problem-solving

Clear communication

Strong organization

Warm and helpful approach

Job description

What were all about

We find, when we come together in the pursuit of excellence, great things happen. And that’s how we do things at Quantexa – together. Our business is data, but our culture is collective. We’re about growth – but not just the bottom line. We create a culture where people feel empowered to do their best work. We might work across continents and time zones, but that doesn’t stop us from collaborating. We’re connected. We celebrate our successes together, and we unite to tackle the challenges. 41% of our colleagues come from an ethnic or religious minority background. We speak over 20 languages across our 47 nationalities, creating a sense of belonging for all.

At Q, we’re looking for people who share that vision. People like you.

What you’ll be doing

You’ll take ownership of the day‑to‑day running of our London office, our busiest site and act as the central coordination point for our offices. Working closely with the People and IT teams and reporting to our Global Facilities Manager, you’ll keep our spaces welcoming, safe and well‑run, freeing the wider facilities function to focus on strategy and compliance as we grow.

Core responsibilities:

• Take ownership of the day‑to‑day running of the London office, ensuring it’s welcoming, well‑stocked and running smoothly.
• Act as the first point of contact for the London team on all office, facilities and workplace matters.
• Provide central coordination and support for our offices, working with local contacts to keep practices consistent.
• Support day‑to‑day health & safety management, supporting the Global Facilities Manager’s wider health & safety and compliance framework.

Day‑to‑day activities:

• Manage office supplies, deliveries, visitors and the general upkeep of the global offices you cover.
• Liaise with building management on maintenance, security and facilities issues, escalating where needed.
• Raise invoices and purchase orders, and keep facilities records accurate and up to date.
• Support health & safety operations; first aid provisions, fire safety, drills, inductions and event risk assessments.
• Maintain office information, supplier and contact records across the offices you support.
• Oversee the day‑to‑day handling of incoming mail and packages in London.
• Support onboarding logistics for new joiners; welcome visiting colleagues from our other offices.

What you’ll bring

Technical skills:

• Proficiency in everyday workplace tools such as Google Workspace (or Microsoft Office) and Slack.
• Comfortable picking up new systems quickly; for example invoicing, desk‑booking and ticketing platforms.
• A working understanding of office health & safety basics (first aid and fire marshal training will be provided).
• Enough IT familiarity to work alongside IT teams and support basic office equipment needs.

Soft skills:

• Multitasking; balancing competing responsibilities and switching between tasks quickly.
• Proactive problem‑solving; you anticipate what needs doing and take ownership without being asked.
• Clear communication and relationship‑building with internal teams, local office contacts and external suppliers.
• Strong organisation and attention to detail, including across different sites and time zones.
• A warm, helpful approach and a genuine interest in creating a great workplace experience.

Our mission.

We have one mission. To help businesses grow. To make data easier. And to make the world a better place. We’re not a start‑up. Not anymore. But we’ve not been around that long either. What we are is a collection of bright, passionate minds harnessing complexities and helping our clients and their communities. One culture, made of many. Heading in one direction – the future.

It’s all about you.

We want you to feel welcome, valued, and respected – because it’s your individuality and passion that make you Q. We see that, and we celebrate it. That’s why we’re proud to be an Equal Opportunity Employer.

We are committed to fostering an inclusive and diverse work environment, continuously improving to ensure everyone belongs. Our recruitment process is designed to be inclusive and accessible. If you need any reasonable adjustments or accommodations, please let our Talent Acquisition Team know – we’re happy to assist.

No matter your race, beliefs, color, national origin, gender, sexual orientation, age, marital status, neurodiversity, or abilities—whoever you are—if you're a passionate, curious, and caring human eager to push the boundaries of what’s possible, we want to hear from you.