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About the Role

The Workplace Coordinator is responsible for the day-to-day coordination of the London office, supporting the London Workplace Manager in maintaining high workplace standards and delivering an excellent employee and visitor experience. This role acts as the primary point of contact for workplace operations, leading the Front of House team, coordinating services and events, and collaborating with stakeholders to ensure smooth office operations. The successful candidate will support the delivery of best-in-class workplace services and contribute to the ongoing development of the office environment.

Responsibilities

Ensure continuous reception desk coverage, maintaining a professional and efficient front-of-house service.
Organize team resources to ensure meeting rooms and events are set up in line with business requirements.
Ensure appropriate coverage for reception operations and meeting/event support during absences.
Set up event rooms, which can be configured to multiple layouts.
Lead and coordinate the front of house function in London, delivering standards of excellence.
Line manage the Front of House team in London, overseeing recruitment, training, and development.
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.
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.
Ensure all team members are aligned in supporting the implementation of global facilities strategies.
Work effectively with other teams, such as IT, to enable successful delivery of goals.
Provide effective support to employees visiting from other locations.
Coordinate minor day-to-day works associated with the London office, escalating as needed.
Take ownership of the locker allocation process.
Manage office stationery stocks.
Work with all London workplace suppliers.
Oversee maintenance programs and repairs to ensure the office is consistently maintained to a high standard.
Maintain operational relationships with the Landlord and external providers, calling in service providers and escalating issues as required.
Contribute to the monitoring of the quality of service rendered by suppliers.
Undertake regular workplace inspections to ensure the office is maintained to a high standard.
Support health, safety, and physical security requirements of the London office.
Support and contribute to the development and management of processes to ensure appropriate workplace health and safety standards.
Ensure that all works and maintenance activities comply with current statutory legislation and codes of practice.
Support global objectives and be part of an enterprise-wide delivery of global workplace and facilities services.

Requirements

1-2 years of prior experience in in-house coordination of a fast-paced environment.
Experience with high-quality hybrid model office environments.
Strong organizational skills with the ability to prioritize tasks and meet deadlines.
Attention to detail.
Excellent verbal and written communication and interpersonal abilities.
Experience in 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).
Proficient with Support system (Service Now).
Proficient with Supplier management system (Coupa).

Skills

Customer service
Attention to detail
Microsoft Office Suite
Service Now
Coupa
Event coordination
Facilities operations
Team management
Supplier management
Health and safety compliance

Location

London, UK

Work Type

Onsite
Full-time

Experience Level

Senior
1-2 years

Benefits

25 days of annual leave with option to buy/sell more days
Adoption and fertility leave
Generous enhanced parental leave
Comprehensive private insurance coverage for employee and dependents
Group Life Insurance coverage of 9x basic annual salary
Group Income Protection up to 75% of basic annual salary
Optical benefits
15% combined employee/employer contributions to savings/retirement
Subsidized gym membership
Access to Employee Assistance Program
Cycle to Work and Electric Car Salary Sacrifice Scheme
Time off for volunteering
Charitable matching of employee donations

About the Company

Pacific Life Re values every person in its global team, seeking to build expertise and support individual ambitions.
The company works hard, thrives on achievement, and balances work with fun and relaxation through team-building days.
Pacific Life Re prioritizes a healthy work-life balance, offering a range of employee benefits, social activities, and well-being initiatives.
The company supports employee involvement in their communities through fundraising, charity events, and volunteering opportunities.

Equal Opportunity

Pacific Life Re is committed to a culture of diversity and inclusion that embraces the authenticity of all employees, partners, and communities.
The company supports all employees to thrive and achieve their fullest potential.
Reasonable adjustments will be provided during the recruitment process to ensure equal access to applicants with disabilities.