Senior Workplace Coordinator

About us:

We are champions of rail, inspired to build a greener, more sustainable future of travel. Trainline enables millions of travellers to find and book the best value tickets across carriers, fares, and journey options through our highly rated mobile app, website, and B2B partner channels.

Great journeys start with Trainline

Now Europe’s number 1 downloaded rail app, with over 125 million monthly visits and £5.9 billion in annual ticket sales, we collaborate with 270+ rail and coach companies in over 40 countries. We want to create a world where travel is as simple, seamless, and affordable as it should be.

Today, we\’re a FTSE 250 company driven by our incredible team of over 1,000 Trainliners from 50+ nationalities, based across London, Paris, Barcelona, Milan, Edinburgh and Madrid. With our focus on growth in the UK and Europe, now is the perfect time to join us on this high-speed journey.

The Workplace Team plays a key role in the employee experience at Trainline, by connecting people and places, through our curated spaces, events, and services. We’re looking for someone who is highly organised and has a strong bias to action, with exceptional customer service and relationship building skills. Reporting to the UK Workplace Manager, this role supports our day-to-day workplace and facilities operations in our London office, including but not limited to building maintenance, cleaning, health & safety, events, catering and mail.

Employee Engagement

1. Curate an inclusive first-class workplace experience, which enables our employees to feel safe, happy, and productive, so they can do their best work.
2. Build relationships with our teams and proactively gather information, so the Workplace Team can anticipate their needs before they arise and deliver outstanding customer service.
3. Produce content to inform our teams about local information, building updates and upcoming events via agreed communication channels.
4. Support and guide our teams on how to use our amenities to help them maximise their productivity in the workplace.
5. Host weekly office orientation tours as part of the new starter onboarding process.
6. Manage the planning and delivery of internal events to promote employee connection and wellbeing. This includes setting up meeting rooms and events spaces with furniture.

Building Operations

1. Ensure that our London office is fully operational, and processes are running efficiently.
2. Complete weekly building walkthroughs to review cleanliness, identify building maintenance issues (e.g., AC, lights, equipment etc) and check stock levels (e.g., stationery, drinks, and snacks) to resolve potential issues before they arise and identify areas for improvement.
3. Coordinate workplace vendors, including negotiating commercial terms, contract management and on-site contractor supervision.
4. Track local operational expenditure vs budget and provide input into the yearly budgeting process.
5. Act as the first point of contact for landlord or building management issues including coordinating and overseeing building access as necessary.
6. Monitor the workplace helpdesk and office slack channels, ensuring queries submitted by employees are resolved in a timely manner.
7. Issue and track building security access cards, making sure that they are returned by leavers on their last day.
8. Process incoming and outgoing mail including receiving, sorting, and arranging courier services.
9. Provide a friendly and welcoming front of house experience for our employees and guests in our London office. Register guests in our visitor management system, notify their host of their arrival and ensure they are comfortable.

Health and Safety

Support the UK Workplace Manager with ensuring that Trainline is compliant with relevant local health and safety legislation, including but not limited to:

• Display screen equipment assessments (DSE)
• Risk assessments
• Water testing
• Fire safety and first aid
• Appliance testing
• Accident reporting and security alerts
• Contractor risk assessments and method statements (RAMS)
• Updating and reviewing policies, documentation, and procedures

Share helpful information on workplace wellbeing and ergonomics to promote a safe and healthy workplace.

Other

1. Suggest opportunities for improvements within the Workplace Team.
2. Lead local workplace projects and initiatives, including creating business cases and financial analysis.

Qualifications

• Previous demonstrable experience in a workplace or facilities-based role.
• Fluent in English, with strong verbal and written communication skills.
• Financial and data literacy
• Excellent interpersonal and networking skills.
• Great organization, multitasking and problem-solving skills.
• Ability to work full-time 5 days per week on site in our London office.
• Occasional out of hours and weekend working.
• Some international travel will be required.
• Knowledge of building infrastructure and/or H&S qualification would be advantageous.
• French, Spanish, or Italian language skills would be a bonus.

More information:

Enjoy fantastic perks like private healthcare & dental insurance, a generous work from abroad policy, 2-for-1 share purchase plans, extra festive time off, and excellent family-friendly benefits.

We prioritise career growth with clear career paths, transparent pay bands, personal learning budgets, and regular learning days. Jump on board and supercharge your career from day one!

Our values represent the things that matter most to us and what we live and breathe everyday, in everything we do:

• Think Big – We\’re building the future of rail
• Own It – We focus on every customer, partner and journey
• Travel Together – We\’re one team
• Do Good – We make a positive impact

We know that having a diverse team makes us better and helps us succeed. And we mean all forms of diversity – gender, ethnicity, sexuality, disability, nationality and diversity of thought. That\’s why we\’re committed to creating inclusive places to work, where everyone belongs and differences are valued and celebrated.

Interested in finding out more about what it\’s like to work at Trainline? Why not check us out on LinkedIn , Instagram and Glassdoor !

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