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- Tasks: Be the welcoming face of Hearst Networks and support daily office operations.
- Company: Join a dynamic team at Hearst Networks, known for its award-winning brands.
- Benefits: Part-time role with flexible hours and a vibrant work environment.
- Other info: Great opportunity for career growth in a supportive team.
- Why this job: Make a real impact by creating a positive workplace atmosphere.
- Qualifications: Strong people skills and ability to manage multiple tasks effectively.
The predicted salary is between 30000 - 40000 £ per year.
We are looking for a proactive and professional Workplace Coordinator to be the welcoming face of Hearst Networks and a key support across day-to-day office operations. This is a varied and hands-on role, suited to someone with strong attention to detail, great people skills and the ability to manage multiple tasks effectively. Reporting to the Facilities Manager, you will take ownership of resolving day-to-day workplace issues, using your own judgement to escalate where needed. The role requires the ability to quickly learn new systems and adapt to a range of requests from employees, visitors, and guests.
As the first point of contact for the office, you will help create a positive and well-organised environment, supporting busy periods and events, and proactively identifying tasks to keep the workplace running efficiently. This is a permanent part-time position (Monday – Thursday). This role will be based in the London office 4 days a week, working on exciting, award-winning brands like Sky HISTORY and Crime+Investigation.
Key Responsibilities- Welcome visitors and manage the visitor system.
- Oversee AV checks, desk/room bookings, and car park requests.
- Keep the reception area and meeting rooms tidy, ensuring proper set up and basic functionality.
- Address minor issues immediately and directly (e.g., cleanliness, tidiness, meeting cameras not working), whilst logging and following through on more complex facilities and IT issues to positive resolution (e.g. ongoing maintenance issues).
- Co-ordinate office supplies and stationery stock, ensuring consumable items in print area, stationery areas and stationary room are stocked.
- Co-ordinate internal events bookings and assist the Comms team with seating setup requirements.
- Support daily office operations and communications with staff.
- Manage access passes, office helpdesk queries, and tenant access to our office.
- Maintain data accuracy and GDPR compliance checks.
- Arrange and manage national/international couriers, ensuring cost effectiveness.
- Coordinate deliveries and IT kit collections.
- Engage with tasks for new starters and leavers, including office familiarisation, health and safety, and locker management.
- Carry out health and safety checks.
- Liaise with cleaners, porters, and contractors.
- Raise purchase orders and track invoices with Finance.
- Assist Facilities Manager and Facilities contractors with any ad-hoc requests and assistance.
- Delivering results and meeting customer expectations
- Following instructions and procedures
- Working with people
- Planning and organizing
- Adapting and responding to change
- On top of the details, able to juggle multiple tasks and keep things organised, without losing sight of great office support.
- Naturally curious, with a mindset of 'how could this be better?' even when working on repeat tasks.
- Someone who takes initiative, but also values being part of a supportive, collaborative team.
- Calm and adaptable when plans change, able to adjust quickly and keep your workload on track.
- Someone who takes ownership, building strong working relationships, values the standard of their work, and knows when to run with something independently or ask for input.
- Excellent customer service skills
- Good professional communications skills, verbal and written
- Good active listening skills, to capture feedback and understand root causes of issues
- An ability to build trust and rapport.
- Takes pride and responsibility for your work delivery.
- Proactively looks to resolve issues.
- Remains calm, positive, and professional under pressure or when dealing with challenging requests.
- Keen eye for detail and organisation.
- Ability to manage multiple tasks in a busy, service-driven environment.
- Comfortable using Microsoft Office and helpdesk systems.
- Able to handle sensitive situations and diverse personalities with discretion.
- Experience in office coordination, facilities support, as a receptionist.
- Experience in managing meeting rooms and supporting facility operations, events or office logistics.
- Experience using desk or room booking systems (e.g. Engage/ Eptura/ Condeco).
- Experience using finance systems (e.g. Concur) for raising POs.
- Familiarity with raising purchase orders and basic invoice tracking.
- Experience working with suppliers or coordinating deliveries.
- Experience in inventory management.
Workplace Coordinator employer: Hearst Networks EMEA
Contact Detail:
Hearst Networks EMEA Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Workplace Coordinator
✨Tip Number 1
Get to know the company culture! Before your interview, do a bit of research on Hearst Networks. Check out their social media and website to understand their values and what they stand for. This will help you tailor your responses and show that you're genuinely interested in being part of their team.
✨Tip Number 2
Practice your people skills! As a Workplace Coordinator, you'll be the face of the office. So, brush up on your communication skills and practice how you would handle different scenarios with visitors and staff. Role-playing with a friend can help you feel more confident when it comes to real-life situations.
✨Tip Number 3
Show off your organisational skills! During the interview, share examples of how you've successfully managed multiple tasks in a busy environment. Use specific instances where you took initiative to improve processes or resolve issues. This will demonstrate your ability to keep things running smoothly at Hearst Networks.
✨Tip Number 4
Don’t forget to follow up! After your interview, send a quick thank-you email to express your appreciation for the opportunity. It’s a great way to reinforce your interest in the role and keep you fresh in their minds. And remember, apply through our website for the best chance at landing that job!
We think you need these skills to ace Workplace Coordinator
Some tips for your application 🫡
Show Your Personality: When writing your application, let your personality shine through! We want to see the real you, so don’t be afraid to inject a bit of your character into your cover letter and CV. Remember, this role is all about great people skills, so show us how you connect with others.
Tailor Your Application: Make sure to tailor your application to the Workplace Coordinator role. Highlight your relevant experience and skills that match the job description. We love seeing how your background aligns with what we’re looking for, so don’t hold back on those details!
Be Clear and Concise: Keep your application clear and to the point. We appreciate well-structured documents that are easy to read. Use bullet points where necessary and make sure to proofread for any typos or errors. A polished application shows attention to detail, which is key for this role!
Apply Through Our Website: We encourage you to apply through our website for the best chance of getting noticed. It’s super easy and ensures your application goes directly to us. Plus, it shows you’re keen on joining our team at StudySmarter!
How to prepare for a job interview at Hearst Networks EMEA
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the responsibilities of a Workplace Coordinator. Familiarise yourself with the key tasks mentioned in the job description, like managing visitor systems and coordinating office supplies. This will help you demonstrate your knowledge and show that you're genuinely interested in the role.
✨Show Off Your People Skills
As the first point of contact, your people skills are crucial. Prepare examples of how you've successfully interacted with visitors or resolved conflicts in previous roles. Highlight your ability to build rapport and trust, as this is essential for creating a positive workplace environment.
✨Demonstrate Your Organisational Skills
The role requires juggling multiple tasks, so be ready to discuss how you stay organised. Share specific strategies you use to manage your time effectively, such as prioritising tasks or using digital tools. This will reassure the interviewer that you can handle the busy nature of the job.
✨Be Ready for Problem-Solving Scenarios
Expect questions about how you would handle workplace issues, like a malfunctioning meeting room setup or a last-minute event request. Think of examples from your past experiences where you took initiative to resolve problems quickly and efficiently. This will showcase your proactive approach and ability to adapt under pressure.