Workplace Coordinator Role in London

Delivering the exceptional every day

At Signature, we don't simply manage workplaces, we create places where people feel welcomed, inspired and connected.

We believe exceptional experiences are created through Momentology, the art of turning everyday interactions into memorable moments that leave lasting impressions.

As our Workplace Coordinator, you'll become the heartbeat of the workplace, creating exceptional experiences while ensuring everything runs effortlessly behind the scenes.

Working within an organisation driven by purpose, you'll help create an environment where colleagues, visitors and partners feel valued, respected and supported.

Every interaction is an opportunity to demonstrate compassion, professionalism and genuine care, creating experiences that reflect a culture built on humanity, collaboration and making a positive difference.

You are more than the first impression.

You are the experience.

Role Purpose

The Workplace Coordinator plays a pivotal role in creating a welcoming, secure and highly professional workplace that enables our client teams to focus on delivering life‑saving humanitarian and medical assistance around the world.

As part of the Mitie Signature team, you will deliver an exceptional workplace experience while demonstrating behaviours aligned to humanitarian principles of humanity, impartiality, neutrality and independence.

Every interaction should reflect empathy, integrity, respect, discretion and collaboration, ensuring colleagues, partners and visitors experience a workplace that supports our clients mission and Signature's commitment to exceptional service.

Key Responsibilities

• Creating Exceptional Experiences
• Deliver warm, confident and engaging welcomes to all visitors, colleagues and guests.
• Act as the first point of contact for workplace queries, providing professional guidance and support.
• Create positive and memorable experiences for everyone entering the workplace.
• Build strong relationships with colleagues, stakeholders and regular visitors.
• Provide concierge‑style support including travel, hotel and local recommendations when required.
• Manage visitor flow to ensure efficient and seamless arrivals and departures.
• Handle queries, feedback or complaints professionally, resolving issues quickly or escalating appropriately.

You are the trusted “go‑to” person who ensures people feel welcomed, supported and valued.

• Driving Service Excellence
• Deliver services in line with company standards, SOPs, SLAs and KPIs.
• Challenge service delivery when standards fall below expectations.
• Maintain a strong understanding of contractual requirements and service expectations.
• Actively seek customer feedback and support continuous improvement initiatives.
• Support audits and compliance activities to maintain high service standards.

You take pride in delivering service that consistently exceeds expectations.

• Workplace Operations
• Support front‑of‑house operations and wider workplace services when required.
• Manage visitor registration systems and provide guidance to users.
• Ensure reception and workplace areas are professional, organised and presentation‑ready.
• Liaise with service providers and contractors to ensure smooth delivery of services.
• Support internal events and meetings by providing operational front‑of‑house support.
• Maintain knowledge of on‑site services to guide and support colleagues and visitors effectively.
• Attend service line meetings to promote collaboration and a “One Mitie” approach.

Operational excellence ensures a seamless workplace experience.

• Client & Stakeholder Relationships
• Build positive relationships with key stakeholders and workplace users.
• Maintain awareness of client values, priorities and objectives.
• Contribute to maintaining a positive client perception and long‑term partnership.
• Actively support collaboration across service lines to deliver integrated services.
• Innovation & Continuous Improvement
• Identify opportunities to improve workplace services and customer experience.
• Contribute ideas that support contract development and service innovation.
• Maintain awareness of contract changes, innovations and projects that impact the workplace environment.
• Safety, Compliance & Wellbeing
• Work safely at all times in line with Signature QHSE policies and procedures.
• Report near misses, incidents or risks immediately.
• Challenge behaviours that fall below safety expectations.
• Support emergency evacuation procedures and assist with PEEPs when required.
• Ensure compliance with health, safety and wellbeing standards.
• Use equipment and PPE appropriately.
• Raise training or safety concerns with their manager.
• Information Security
• Identify and report potential information security risks.
• Ensure compliance with Signature information security policies and procedures.
• Report actual or suspected security incidents promptly.

Who will thrive in this role?

We're looking for someone who brings energy, professionalism and pride to everything they do.

You may come from hospitality, corporate reception, retail, aviation or another fast‑paced customer service environment.

What matters most is your passion for creating positive experiences.

Experience & Skills

• Experience in customer service, reception, front‑of‑house or hospitality environments.
• Strong communication and interpersonal skills.
• Professional and confident presence.
• Highly organised with strong time management skills.
• Ability to prioritise and manage multiple tasks effectively.
• Comfortable working independently and as part of a team.
• Strong attention to detail.
• Computer literate in Microsoft Office (Outlook, Word, Excel).
• Experience with visitor systems and AV support (desirable).
• Willingness to undertake training such as First Aid or SIA licence if required.

Living the Signature Values o We Own the Energy - Create a warm, welcoming and positive first impression.

o We Communicate with Presence – Build trust through confident, professional communication.

o We Engage with Intention – Anticipate needs and provide thoughtful solutions.

o We Create Moments That Matter – Deliver memorable workplace experiences.

o We Personalise with Intention – Adapt your approach to every individual.

o Powered by People, Enhanced by Technology – Use technology to enhance, not replace, human connection.

o We Elevate Through Continuous Progress – Continuously improve services and standards.

Why this role matters

The Workplace Lead shapes the daily rhythm and reputation of the workplace.

You influence standards.

You inspire confidence.

You empower teams.

You ensure every arrival, interaction and departure reflects excellence.

And you do it with professionalism, pride and purpose.

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