Office Operations Coordinator

About Us
The Workshop is a technology-driven organization focused on creating innovative software solutions for the online gaming sector. Our guiding principle is to advance "Fearlessly Forward" as a unified team. Collaborative innovation is integral to our operations, influencing everything from our game development to our internal teamwork and inspiration sharing.

Within The Workshop, Host Co. operates a secure, managed services and data center hosting facility. We provide a wide range of offerings, including cloud services, 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 guests, ensuring smooth operations and efficiency throughout the organization. This position requires meticulous 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 dynamic and fast-paced setting, the Workplace Specialist is vital to our operational success.

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

Key Responsibilities

Reception Duties

• Serve as the primary point of contact at the reception area, welcoming and assisting all internal and external visitors in a courteous and professional manner.
• Handle all incoming phone calls and direct inquiries to the appropriate personnel.

New Hire & Visitor Assistance

• Issue access cards to new employees, visitors, and contractors in accordance with security protocols, maintaining an updated system.
• Manage the visitor process in alignment with company policies.
• Support the People Team with the onboarding of 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 stationery areas.
• Conduct regular workplace inspections and proactively address any issues, coordinating with the maintenance team as necessary.
• Oversee the daily operations of office facilities, including maintenance and cleaning services.
• Coordinate building management issues and maintenance services, ensuring records are kept current and followed up appropriately.
• Supervise cleaning service personnel, maintaining close communication with the cleaning company regarding performance and additional requests.

Administrative Responsibilities

• Manage meeting room bookings, resolving scheduling conflicts.
• Coordinate catering requests as needed.
• Develop and maintain an electronic filing system for enhanced transparency and efficiency.
• Handle mail duties, including distributing packages to staff, sending mail, booking couriers, and ensuring adherence to proper procedures.
• Raise purchase orders and follow internal approval processes for payments, collaborating with the Finance team.
• Document workplace processes and procedures in partnership with the global workplace team.
• Assist with additional workplace administrative tasks and projects as required.

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

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

Health & Safety

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

Workplace Culture

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 tight deadlines.
• Self-motivated, resourceful, and capable of working with minimal supervision.
• 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 friendly, inclusive, and multicultural environment 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.