We have contract job opportunity for Workplace Coordinator

Role Purpose

The Workplace Coordinator is responsible for the day-to-day operation of client's Bristol office, ensuring the workplace remains safe, compliant, welcoming, and operational while delivering an exceptional experience for our people and visitors. As the primary on-site representative of the UK & Ireland Workplace team, the Workplace Coordinator acts as a visible ambassador for both the Bristol office and the wider Workplace function. Working closely with the Bristol Site Lead, leadership team, and local stakeholders, the role helps create an inclusive and productive workplace environment that enables our people to do their best work.

Contract - 6-12 months

Location - Bristol

Working pattern - all 5 days on-site

Rate - attractive rate (inside IR35)

Workplace Operations

• Maintain daily operational oversight of the Bristol office.
• Ensure workplace standards, presentation, functionality, cleanliness, and housekeeping are consistently maintained.
• Conduct regular workplace checks and floor walks to identify operational, maintenance, safety, and workplace experience opportunities.
• Manage workplace consumables, stationery, and office supplies.
• Coordinate workspace moves, seating changes, and local workplace reconfigurations.
• Maintain awareness of workplace risks, issues, and service impacts, ensuring appropriate action is taken.

Workplace Experience & Hospitality

• Create a welcoming, professional, and inclusive environment for our people and visitors.
• Act as the primary point of contact for workplace-related enquiries.
• Coordinate visitor and guest experiences.
• Support new starter workplace inductions and onboarding activities.
• Coordinate hospitality and catering requirements.
• Support the planning and delivery of workplace events, engagement activities, and initiatives that enhance workplace experience, wellbeing, and site culture.
• Promote awareness and effective use of workplace spaces, services, and amenities.
• Communicate workplace updates, building information, and operational changes to the Bristol community.
• Champion workplace experience and lead continuous improvements that enhance usability and the day-to-day experience of our people and visitors.

Leadership Engagement

• Build strong relationships with the Bristol Site Lead, Site Leadership Team, and teams across the Bristol office, representing the Workplace function and participating in leadership forums.
• Partner with business leaders to understand workplace needs and proactively identify solutions.
• Provide regular updates on occupancy trends, operational risks, improvement opportunities, and people feedback.

Vendor & Building Management

• Manage day-to-day relationships with workplace vendors, suppliers, and service providers.
• Coordinate reactive and planned maintenance activities.
• Monitor service delivery performance and escalate concerns where required.
• Coordinate contractor access, site activities, and workplace service requests.
• Supervise contractor activities where appropriate.
• Obtain quotations and support supplier procurement activities.
• Act as the primary liaison with building management.

Workplace Administration

• Manage workplace help requests and service tickets, ensuring timely follow-up and resolution.
• Respond to workplace enquiries received through workplace support channels, including email, messaging platforms, and other local communication tools.
• Raise and receipt purchase orders.
• Support invoice processing and query resolution.
• Assist with operational budget tracking and spend monitoring.
• Manage incoming mail, deliveries, and courier requests.
• Maintain workplace records, documentation, and operational data.

Health & Safety

• Support workplace health, safety, compliance, and wellbeing programmes.
• Maintain workplace risk assessments, procedures, and compliance documentation.
• Maintain maintenance, training, and statutory compliance records.
• Support emergency preparedness, evacuation planning, and business continuity activities.
• Coordinate fire wardens and first-aider communities.
• Organise health and safety related training activities.
• Monitor and coordinate replenishment of first aid equipment.
• Coordinate workplace defibrillator compliance requirements.
• Support contractor compliance activities and documentation.
• Support DSE assessments and workplace wellbeing initiatives.
• Support internal and external audits and ensure actions are completed.
• Record and report sustainability and energy-related information where required.

Incident & Business Continuity Management

• Act as the first point of contact for workplace operational incidents.
• Coordinate incident response and service recovery activities.
• Escalate incidents and provide stakeholder communications where required.
• Work closely with Workplace, Security, IT, EHS, vendors, and building management teams.
• Support out-of-hours incident response where required.
• Support workplace resilience and business continuity planning.

Skills & Experience

Essential

• Experience in workplace operations, facilities management, or workplace
• experience in roles within a corporate environment.
• Strong stakeholder management and relationship building skills.
• Experience managing vendors, contractors, and service providers.
• Excellent organisational and prioritisation skills.
• Strong communication and customer service skills.
• Ability to work independently and manage multiple priorities.
• Proficiency with Microsoft Office applications.

Desirable

• Experience within a technology or professional services environment.
• Health and Safety qualification or practical workplace compliance experience.
• Experience supporting workplace events and engagement programmes.
• Experience managing purchase orders, invoices, and budgets.

Key Behaviours

• Creates a welcoming and inclusive environment where people feel supported and valued.
• Builds trusted relationships across all levels of the organisation.
• Takes ownership and follows through on commitments.
• Anticipates issues and proactively identifies solutions.
• Demonstrates confidence when making decisions.
• Balances operational excellence with a strong focus on people experience.
• Communicates clearly, professionally, and with empathy.
• Acts with integrity and represents the client positively both internally and externally.
• Continuously seeks opportunities to improve services, processes, and workplace experience.