Workplace Coordinator in London

The Workplace Coordinator is responsible for the day-to-day coordination of the London office (Tower Bridge), supporting the London Workplace Manager in maintaining high workplace standards and delivering an excellent employee and visitor experience. Acting as the primary point of contact for workplace operations, the WC will lead the Front of House team, coordinate workplace services and events, and work closely with stakeholders, service partners, and building management to ensure the smooth day-to-day running of the office. The role requires strong customer service skills, attention to detail, and previous experience in a busy office environment as part of a Workplace or Facilities Services Team.

The successful candidate will support the delivery of best-in-class workplace services, contribute to the ongoing development of the office environment, and help ensure the London office remains a high-quality workplace that supports business objectives. This is a fully onsite role based in the London office, five days per week. Occasional flexibility outside normal business hours will be required to support projects, events, or office activities.

Role Responsibilities

• Front of House/Reception
  • Ensure continuous reception desk coverage, maintaining a professional and efficient front-of-house service.
  • Organise team resources to ensure meeting rooms and events are set up in line with business requirements.
  • Ensure appropriate coverage for both reception operations and meeting/event support during periods of absence, in collaboration with the Workplace Manager.
  • Hands-on accountability and responsibility of setting up event rooms.
  • Leadership and coordination of the front of house function in London, delivering standards of excellence across the board.
  • Line management responsibility for the Front of House in London, overseeing recruitment, training and development for the team.
  • Administer Workplace inboxes and respond promptly to internal and external requests.
  • Oversee the Workplace ticketing system, ensuring service requests are actioned and resolved within agreed SLAs.
  • Develop, implement, and continuously improve visitor management processes to ensure a seamless, professional, and secure experience for all visitors.
  • Drive the consistent implementation and adherence to workplace processes across the Front of House team.
  • Build, develop and maintain a strong, cohesive team.
  • Support the Workplace Manager with processing purchase orders.
  • Ensure high standards of workplace and customer experience are embedded within overseen teams.
  • Work effectively with other teams, such as IT, to enable successful delivery of goals, objectives and projects relevant to the workplace.
  • Provide effective support to employees visiting from other locations whilst they are in London.
• Facilities Management
  • Co-ordinate minor day-to-day works associated with the London office, escalating to the Workplace Manager as needed.
  • Ownership of the locker allocation process.
  • Management of office stationery stocks.
  • Work with all London workplace suppliers including general maintenance, plants, catering, cleaning, coffee machines, general office suppliers, room/desk management systems.
  • Oversee maintenance programmes and repairs to ensure the office is consistently maintained to a high standard.
  • Maintain key operational level relationships with the Landlord and external providers.
  • Contribute to ongoing monitoring of the quality of service rendered by suppliers as per defined service level agreements.
  • Undertake regular workplace inspections to ensure the office is maintained to a high standard.
• Health, Safety and Physical Security
  • Support health, safety and physical security requirements of the London office as required.
  • Ensure that all works and maintenance activities comply with current statutory legislation and codes of practice.
• Global team
  • This role is primarily focused on the London Office but is expected to support global objectives and be part of an enterprise-wide delivery of global workplace and facilities services.

Qualifications & Experience

• 1-2 years prior experience with in-house coordination of a fast-paced environment.
• Experience with high-quality hybrid model office environments.
• Strong organisational skills with the ability to prioritise tasks and meet deadlines with attention to detail.
• Excellent verbal and written communication and interpersonal abilities.
• Experience with providing excellent standards of customer service/employee experience.
• Demonstrable experience of coordinating office events and/or facilities operations.
• Proficient with Microsoft Office systems (Teams, Outlook, PowerPoint, Excel), Support system (Service Now) and Supplier management system (Coupa).

Working For Pacific Life Re

Every person in our global team is valued for the unique qualities they bring to our business and we seek to build their expertise and support their individual ambitions at every step. We regularly host a range of team building days to strengthen our team's connection with each other and reflect on their successes. Providing employees with a healthy work-life balance is very important to our culture.

Benefits (Only for Permanent and Fixed Term Employees)

• 25 days of annual leave with option to buy/sell more days.
• Generous enhanced parental leave.
• Comprehensive private insurance coverage for employee and dependents.
• Group Life Insurance coverage of 9x basic annual salary and Group Income Protection up to 75% of basic annual salary.
• Subsidized gym membership.
• Access to Employee Assistance Program.
• Time off for volunteering.

You Can Be Who You Are

We are committed to a culture of diversity and inclusion that embraces the authenticity of all employees, partners and communities. We support all employees to thrive and achieve their fullest potential.