Office Operations Coordinator

About Us
The Workshop is a leading technology firm specializing in the development of user-friendly software tailored for the online gaming sector. Our guiding principle is to advance "Fearlessly Forward" as a cohesive unit. Collaborative innovation is fundamental to our approach, influencing everything from our gaming solutions to our internal teamwork and inspiration sharing.

Within The Workshop, Host Co. operates a discreet, managed services and data center hosting facility. We provide a wide range of products and services, including cloud solutions, co-location, managed security, and various 'as a' services. Our workforce is composed of diverse, highly skilled professionals dedicated to aligning the right solutions with our clients' technological requirements.

Your Role

The Workplace Specialist acts as the primary contact for all office personnel and visitors, ensuring smooth operations and efficiency within the organization. This position requires exceptional attention to detail, the ability to adapt in high-pressure scenarios, and the capability to juggle multiple tasks simultaneously. By delivering a broad spectrum of services in a vibrant, fast-paced environment, the Workplace Specialist is integral to driving operational excellence.

Our aim is to cultivate a workplace that is both secure and supportive, promoting collaboration and independent work while instilling a sense of pride and belonging among employees. This inclusive atmosphere will empower us to achieve our goals effectively and sustain a positive, productive work culture.

Key Responsibilities

Workplace Reception Duties

• Serve as the primary point of contact at the workplace reception, welcoming and assisting all internal and external visitors with professionalism.
• Manage all incoming phone calls and direct inquiries to the appropriate personnel.

New Hire & Visitor Assistance

• Issue access cards to new employees, visitors, and contractors, adhering to security protocols, and maintain the system's accuracy.
• Oversee the visitor process in accordance with company policies.
• Support the People Team in onboarding new hires, including conducting office tours and managing desk assignments.

Workplace Maintenance and Management

• Ensure the reception area and meeting rooms are kept clean, organized, and secure.
• Responsible for stocking refreshments in meeting rooms and supply areas.
• Conduct regular workplace inspections and proactively address any issues, liaising with the maintenance team on upkeep and repair matters.
• Oversee daily operations of office facilities, including maintenance and cleaning services.
• Coordinate building management and maintenance services, ensuring records are updated and followed up appropriately.
• Supervise cleaning personnel, maintaining communication with the cleaning service regarding performance and additional requests.

Administrative Responsibilities

• Manage meeting room bookings, resolving scheduling conflicts.
• Organize and coordinate catering requests.
• Develop and maintain an electronic filing system for transparency and efficiency.
• Handle mail duties, including distributing packages, sending mail, booking couriers, and ensuring proper tracking procedures are followed.
• Process purchase orders and follow internal approval protocols for payments, collaborating with the Finance team.
• Document and manage workplace processes and procedures in conjunction with the global workplace team.
• Assist with additional workplace administrative tasks and projects as needed.

Collaboration and Support

• Regularly collaborate with other departments such as Desktop Support, Procurement, Finance, and People teams to ensure office alignment.
• Manage office services, including travel, accommodation, transportation, and supplies.
• Work with the Assets Manager to create and maintain a workplace inventory and track asset disposal.

Company Events Coordination

• Plan and organize company events and workshops, including training sessions, dinners, seasonal parties, and team-building activities.

Health & Safety Responsibilities

• Act as a First Aider and Fire Marshall, ensuring First Aid supplies are stocked and compliant.

Workplace Culture Enhancement

Strive to create a pleasant and inspiring office environment.

Qualifications

• Proven experience in a front-of-house or reception role.
• Fluent in English, both written and spoken.
• Strong communication and organizational skills.
• Ability to multitask and perform under pressure to meet deadlines.
• Self-motivated, resourceful, and capable of working independently.
• Flexible, driven, and team-oriented.
• A mindset focused on continuous improvement and agility.
• Proficient in Microsoft Office applications and internet-savvy.
• Well-presented and professional with a friendly demeanor.

Benefits

• A welcoming, inclusive, and multicultural workplace with over 35 nationalities and nearly 30 languages spoken.
• Competitive salary and opportunities for personal growth.
• A sabbatical program offering six weeks of paid leave every four years of service.
• Private health insurance coverage.
• Discounts on gym memberships.
• A self-managed learning budget.
• An employee referral bonus program.
• In-house English lessons at various levels with native instructors.
• The chance to take holidays before completing the first year of service.
• Up to three paid volunteering days each year.
• A variety of events throughout the year, including Learning Labs, Hackathons, and Designathons.