Workplace (Experience) Coordinator Job Description
Our administrative team is an employee-focused, environmentally aware, all-star team. We thrive off the challenge of adapting ourselves to suit business needs as well as working closely with colleagues at all levels to ensure they have the tools they need to reach their full potential. We offer a competitive salary and comprehensive benefits package. We are a very collaborative team who plans well so that when you’re on vacation, you can truly unplug.
So, what’s the role? As our in-office point person, you will be in frequent communication with employees working both in-office and remotely to keep our physical office in tip-top shape and running smoothly. You will also be the event coordinator for all in-office lunches and events.
What will I be doing?
- Perform daily inspections of all spaces to ensure cleanliness, safety, and hazard-free environments; respond promptly to spills or messes.
- Manage front desk operations, including answering calls, greeting visitors, and maintaining a professional reception area.
- Coordinate catering for events, happy hours, and meetings, working with internal teams and external vendors.
- Oversee office supply purchasing, inventory management, and stocking in line with company policies and budget guidelines.
- Partner with the regional health and safety team to ensure compliance and support office safety initiatives.
- Handle day-to-day facilities operations, including building access, desk reservations, mail distribution, and shipping/receiving.
- Assist with setup, breakdown, and cleanup for meetings, lunches, and events.
- Coordinate service requests with property management and external vendors.
- Support special projects and perform ad hoc duties as assigned.
What can I bring to the role?
- Experience planning detailed events, whether professionally or socially/personally. Comfort and familiarity working with a budget, finding and coordinating vendors (especially food vendors) that match our values and being comfortable troubleshooting when things go wrong will help you thrive in this role!
- A solutions-driven mindset with a “no task too small” attitude
- Excellent written communication skills and responsiveness (during work hours!) across email, messaging, and in-person interactions – our team works closely together, but lives all across the country, so staying connected digitally is key! And of course our in-person staff will come to know you as a reliable point person for anything related to the physical office.
- Comfortable with managing tasks through digital systems, via email and shared folders, digital documents, etc.
- Great record-keeping skills to track notes about best practices, and answers to common employee questions
- Highly organised and natural planner, your willingness to problem-solve in real time when things inevitably hit a snag will save the day every time!
- Passion for reducing waste and implementing/maintaining recycling and compost systems a plus, but not required
- Flexibility to adapt to shifting team and business needs
- Ability to lift up to 30 pounds
Buro Happold is proud to be a practice of a diverse range of professionals that reflects the countries in which we operate. In order to truly benefit from this diversity, we must create an environment in which employees feel they can be themselves. BuroHappold actively promotes inclusivity across the practice to enable every individual to reach their full potential, feeling included is good for all of us. This begins with a fair and inclusive recruitment process which focuses on your skills, competencies and experiences in relation to the role. We understand that through collaboration, diverse people with different experiences develop the most innovative and elegant solutions.
A place for everyone
Buro Happold values an individual's flexible approaches to working patterns as an important part of how you work and achieve balance. We welcome applications from those who are seeking flexibility in their careers.
Our exceptional portfolio of projects is the result of the diversity of thought, identities, backgrounds, and experiences that shape us. Appreciating each other’s differences is key, we want employees to feel they don’t have to mask elements of their identity to thrive.
We are working to change the lack of representation of marginalised groups in the built environment. We are particularly keen to hear from anyone who feels they are underrepresented in the industry. We have much to learn from one another. Embracing differences allows us to develop the most innovative and elegant solutions.
Please let us know if there are any adjustments we could make to the application process to make it easier and more comfortable for you. Contact recruitment@burohappold.com so we can work with you to support you throughout your application.