Office Workspace Project Coordinator (6 month FTC) in London

With a proud history going back to the 1930s, our longevity reflects the strength of our underwriting discipline, the depth of our relationships, and our ability to adapt to the evolving needs of our clients and the wider insurance marketplace.

We are looking for an experienced Office Project Coordinator to deliver a defined 6-month workplace optimisation project, focused on office space utilisation, desk and meeting room booking discipline, and practical improvements to support an efficient, inclusive and well-organised working environment.

The role exists to complete a defined 6-month project that improves how Atrium manages workspace capacity, desk and meeting room bookings, front of house coordination and shared office services. The fixed term contract will end at the expiry of the agreed term unless extended or ended earlier in accordance with the contract and applicable employment law.

• Deliver a 6-month workspace optimisation project plan with agreed milestones, deliverables and regular progress updates to the Head of Procurement and Operations Team.
• Maintain and improve use of the Robin desk booking system, including data quality, user guidance, booking discipline, release of unused bookings and reporting on occupancy trends.
• Analyse occupancy, attendance patterns, meeting room usage and space demand to support evidence-based recommendations during and at the end of the project.
• Draft and implement clear workspace rules, office etiquette guidance and user communications, ensuring they are applied consistently and respectfully.
• Propose scope and design of a future front-of-house model, evaluating processes, technology, and customer experience to create recommendations for a welcoming, efficient and best-in-class office environment.
• Promote and follow health, safety, security, visitor and contractor protocols, escalating issues promptly through the appropriate internal channels.
• Review of Reception and Facilities SharePoint pages and related document areas, ensuring guidance reflects the direction of use and etiquette we look to uphold.
• Produce a closing project handover pack with recommendations, agreed processes, reporting templates, collated data, and any outstanding actions before the end of the fixed term contract.

Experience coordinating a time bound workplace, facilities, office management or operational improvement project.

Strong understanding of office space planning, desk allocation, meeting room management and shared workspace utilisation.

Confident user of desk booking, meeting room, SharePoint and Microsoft 365 tools, with the ability to maintain accurate records and simple reports.

Ability to analyse booking, occupancy and operational data and translate findings into practical recommendations.

Clear, courteous and inclusive communication skills, with confidence engaging colleagues, visitors, contractors and suppliers.

Awareness of UK workplace health, safety, security, data protection, equality and inclusion requirements relevant to an office environment.

Proactive approach to continuous improvement, with the judgement to escalate risks, issues or employment related questions to the appropriate manager or HR contact.

Ability to work with appropriate autonomy while remaining aligned to agreed project objectives, Atrium policies and management guidance.

Atrium offers all permanent employees the chance to work flexibly through our charter for flexible working - we actively invite applications from candidates requiring any form of flexible working arrangements.

Atrium is an Equal Opportunities employer with a strong and passionate commitment to Diversity, Equity, and Inclusion. We do not discriminate based upon age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, sexual orientation, or any other applicable legally protected characteristic.

We’re committed to providing reasonable adjustments or accommodations for applicants, so if you need assistance or support during the recruitment process, please get in touch.