On-site Office & People Operations Coordinator in City of Westminster

We are looking for an Office Assistant to join our People, Workplace and IT team. In this role, you’ll be on a mission to keep our office running smoothly and help create a workplace where people can do their best work. We value innovation and are seeking someone eager to bring fresh ideas. From welcoming visitors to improving internal operations, your work will have a visible impact on the daily experience of every Rossumer. This is an on-site role.

What You’ll Do

• Coordinate daily office operations to ensure a smooth and organized workplace environment.
• Manage office supplies, equipment, and vendor relationships.
• Support onboarding logistics for new hires (preparing meeting rooms for onboarding sessions, office tour, manage new joiner swag to ensure 100% readiness on Day 1).
• Organize internal events, team gatherings, and company‑wide meetings.
• Manage Travel Management App – Perk and support employees while traveling.
• Handle incoming & outgoing mail, deliveries (supporting other teams when needed).
• Maintain accurate records of office expenses and support purchase approvals in line with company policies.
• Manage health & safety standards and workplace compliance, take part in regular HSE audits in office.
• Identify small process improvements that save time and reduce friction for the team.
• Help with admin tasks – manage language courses, multisport cards, archiving documents and other admin ad‑hoc tasks.

Who You Are

• 1+ year of experience in administration, workplace support, or a similar coordination role.
• Strong organizational skills and attention to detail.
• Clear written and spoken English for internal communication.
• Ability to prioritize tasks and manage time independently.
• Friendly, service‑oriented mindset with strong communication skills.
• Comfort working with tools such as Google Workspace, Slack, and basic spreadsheets.

Bonus point if you have:

• Experience in a fast-growing tech or SaaS company.
• Experience supporting onboarding or company events.

What Success Looks Like

Within 3 Months

• Complete onboarding and understand internal tools and workplace processes.
• Build relationships with key stakeholders across People, IT, and other teams.
• Take ownership of daily office operations with minimal supervision.

Within 6 Months

• Establish a clear office operations rhythm (supplies, vendors, budgeting tracking).
• Improve onboarding logistics to ensure 100% readiness for new hires on Day 1.
• Create simple documentation or checklists for recurring workplace processes.
• Take over vendor management (Health and Safety audits, florist, Cleaning company…).
• Increase internal satisfaction with workplace support.

Within 12 Months

• Streamline office processes to reduce administrative overhead by X%.
• Successfully coordinate at least 3–5 internal events with positive feedback.
• Build a scalable workplace support system that adapts to company growth.

Why Join Us?

At Rossum.ai, we’re on a mission to revolutionise business communication by harnessing the power of AI to make data extraction effortless and intelligent. We believe that behind every great company is a team empowered with smart tools that free them from repetitive tasks — so they can focus on what truly matters: creativity, innovation, and human connection.

What sets us apart?

• Cutting‑edge AI technology that’s reshaping how businesses work globally.
• A collaborative, supportive environment where autonomy and initiative thrive.
• Opportunities to grow both personally and professionally in a scale‑up atmosphere.
• A culture that values diversity, empathy, and authentic connection.
• Flexible working models with a base in vibrant Prague and options for hybrid or remote setups.
• Competitive benefits designed to support your well‑being, growth, and work‑life harmony.

What we offer (Benefits)

• Hybrid work model with flexible hours – find the balance that works best for you.
• 5 weeks of vacation.
• 5 sick / personal days.
• Extra 2 weeks of paternity leave.
• Stock options (ESOP) – share in Rossum’s long‑term success.
• Budget for personal development, education, and language courses.
• High‑end tech (MacBook, external monitor, keyboard of your choice).
• Team offsites, regular meetups, and a friendly, ambitious team.
• MultiSport Card.

Required skills: Attention to Detail, Vendor Management, Administration, Organizational Skills.

Required languages: English.