Workplace Operations Coordinator in City of London

Overall Purpose

The Workplace Operations Coordinator is responsible for delivering a seamless, welcoming, and well-functioning physical workplace experience.

This role oversees day-to-day office operations, facilities coordination, reception services, event and meeting coordination, and onsite support to ensure employees, visitors, and vendors experience a professional and efficient office environment. The ideal candidate is hands‑on, service‑oriented, highly organized, and proactive.

Duties and Responsibilities

The below listed task/responsibilities are not exhaustive:

• Oversee day‑to‑day office operations to ensure a well‑organized, efficient, and professional workplace environment
• Conduct regular office walkthroughs to identify maintenance issues, safety concerns, and opportunities for improvement
• Manage office inventory, supplies, and equipment; place orders as needed and maintain appropriate stock levels
• Coordinate with building management, maintenance teams, and service providers to address repairs, facilities issues, and general upkeep
• Serve as the primary point of contact for office vendors and contractors, including cleaners, shipping services, and other workplace‑related providers
• Support workplace health, safety, and compliance standards in alignment with company policies
• Assist with onboarding new hires by coordinating workspace readiness, access credentials, and issuing employee badges
• Track and manage workplace‑related invoices, purchase orders, and expense documentation as needed
• Greet visitors, clients, and employees with professionalism and a welcoming demeanor, serving as the first point of contact for the office
• Answer, screen, and direct incoming calls, emails, and general inquiries in a timely and courteous manner
• Manage incoming and outgoing mail, packages, and shipments; coordinate closely with facilities and shipping vendors
• Maintain a clean, organized, and welcoming reception area, conference rooms, and common spaces
• Manage conference room scheduling and ensure rooms are properly set up, stocked, and equipped for meetings
• Coordinate with Executive Assistants and internal stakeholders to support on‑site meetings and events, particularly when meeting owners are remote
• Assist with the planning, setup, and day‑of execution of onsite meetings, events, and employee activities
• Act as a liaison between Commvault employees and external service providers to ensure clear communication and timely issue resolution
• Provide general administrative support and assist teams with special projects, ad hoc requests, and operational initiatives
• Support internal communications related to office operations, workplace policies, and employee updates
• Maintain workplace documentation, procedures, and checklists
• Identify opportunities to improve workplace processes, operational efficiency, and the overall employee experience

Knowledge and Skills

• 2+ years of experience in workplace coordination, office management, facilities, or similar roles
• Strong organisational and multitasking skills with attention to detail
• Excellent interpersonal, communication, and customer‑service skills
• Comfortable working onsite and handling hands‑on operational responsibilities
• Ability to work independently, anticipate needs, and resolve issues proactively
• Experience coordinating vendors and working with building management
• Proficiency with standard office tools (Google Workspace, Microsoft Office; Visitor Management Systems; Service Now ticketing systems a plus)

Disclaimer

Thank you for your interest in this role. We appreciate the time and effort you have spent submitting your application. Due to a high volume of applicants, if you do not hear from us within 15 days, please assume you have been unsuccessful at this time. Please note, we are unable to provide individual feedback, but please feel free to reach out to us at recruitment@stjamesfacilities.com, should you have any further queries or to hear about alternative opportunities.

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