Vendor and Budget Management

• Manage day-to-day vendor relationships and service agreements, including janitorial, catering, plants, and repairs
• Process invoices and purchase orders in partnership with Finance
• Track workplace spend against budget and flag variances early
• Source competitive bids for recurring services and one-off projects

Employee Experience and Events

• Run in-office programming on hybrid days, including snacks, team lunches, and happy hours
• Support logistics for all-hands, team off-sites, celebrations, and ad-hoc gatherings: catering, room setup, and coordinating with IT and AV
• Set up spaces for executive, customer, and board visits in coordination with the Security Coordinator
• Act as a core contributor to culture and engagement initiatives on the Workplace Experience team

Onboarding Support

• Coordinate new hire Day 1 logistics: desk assignment, workstation setup, and office orientation
• Partner with IT to ensure equipment is staged and ready in advance
• Hand off badge issuance and access provisioning to the Security Coordinator

Cross-Functional Coordination

• Partner with People, IT, and Finance on office-related projects and rollouts
• Serve as the escalation point for employee questions about the office, the building, and amenities
• Maintain and update workplace documentation, run-books, and internal office guides

Safety and Emergency Preparedness

• Support emergency preparedness protocols, including evacuation planning and floor warden coordination
• Coordinate with building management on safety inspections and fire drills
• Escalate anything touching workplace violence prevention, visitor screening, or incident logging to the Security Coordinator and Head of Global Workplace

We Are Looking For...

• 2+ years in office coordination, workplace operations, facilities, hospitality, or administrative operations
• Strong organisational skills and the ability to hold multiple threads at once without dropping any
• Clear, warm written and verbal communication across every level of the org
• Proficiency with Google Workspace and Slack, plus comfort using AI tools such as Claude in daily work
• Experience managing vendors and processing invoices or purchase orders
• Sound judgment in ambiguous situations and a bias toward acting rather than waiting
• Composed and professional under pressure, especially on high-traffic office days

Nice to Have

• Experience at a high-growth technology company
• Familiarity with workplace platforms such as Envoy, bluebeam, or similar
• Event coordination experience
• Experience supporting new hire onboarding logistics

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