We are looking for a Workplace Services Coordinator to play
a key role in creating a safe, clean, welcoming, and efficient working
environment for employees and visitors. Acting as a visible and
customer-focused member of the Workplace Services team, you will ensure office
floors are maintained to a high standard, supporting the day-to-day operation
of the workplace through proactive floor management, supplier oversight, health
and safety checks, administrative support, and colleague engagement.
Based in our London office and reporting to the Workplace
Services Manager, the successful candidate will be approachable, highly
organised, and passionate about delivering an outstanding 5 star workplace
experience. This is a permanent role, 37.5 hours per week onsite with
flexibility for cover when required and may include travel to other UK offices.
Key Responsibilities
Workplace Operations
- Conduct regular inspections to ensure office floors and
shared spaces are clean, safe, functional, and presentable.
- Act as the first point of contact for workplace issues,
coordinating resolution with suppliers and internal teams.
- Monitor facilities and equipment, reporting and tracking
faults through to completion.
- Support workplace projects, office moves, and improvement
initiatives as required.
Health & Safety
- Carry out routine health and safety inspections and
accurately record findings.
- Identify, escalate, and help resolve hazards, risks, and
compliance concerns.
- Support fire safety and emergency preparedness, including
checks of escape routes and equipment.
- Assist with workplace compliance activities, maintaining
effective records and promoting a positive safety culture.
Cleaning & Facilities Standards
- Perform daily quality checks of cleaning services across
assigned floors.
- Liaise with cleaning contractors to maintain agreed
standards and address issues promptly.
- Monitor cleanliness in kitchens, washrooms, meeting rooms,
and communal areas, escalating recurring issues where needed.
Stock Management
- Manage stationery cupboards and workplace supplies, ensuring
areas are well stocked, organised, and tidy.
- Monitor stock levels, place replenishment orders, and
conduct regular audits to minimise waste and control costs.
Administration & Reporting
- Maintain workplace records, checklists, inspections, and
compliance documentation.
- Raise and track service requests, facilities tickets, and
supplier actions.
- Support workplace communications and reporting on
activities, issues, and service performance.
- Assist with invoice processing and general administrative
tasks.
- Act as a friendly, professional, and visible representative
of Workplace Services, building positive relationships and supporting events
and engagement activities.
Mailroom & Post Services
- Support the processing of incoming and outgoing mail in line
with operating procedures and service standards.
- Handle physical and electronic mail accurately and
confidentially, including batching, scanning, indexing, and digital
distribution.
- Maintain digital mail system records and ensure mail is made
available to recipients within agreed timescales.
- Assist with outgoing mail and courier services, and respond
promptly to mail-related queries and requests in line with SLAs.
- Manage confidential and sensitive correspondence in
accordance with data protection, information security, and company policies.
We are looking for
- Experience in a facilities, workplace, office coordination,
hospitality, or customer service environment.
- Strong organisational and administrative skills with
attention to detail.
- Excellent interpersonal and communication abilities.
- Ability to manage multiple tasks, take ownership, find
solutions and prioritise work effectively.
- Ability to work as part of a team and comfortable working
independently.
- Proficiency in Microsoft Office applications, including
Outlook, Word, Excel, and Teams.
- A proactive, professional and customer-focused approach.
- Willingness to receive training as a First Aider and Fire
Marshal.
Salary and benefits
We offer competitive salaries and generous benefits. We value the health and wellbeing of our people and our wide range of initiatives and benefits support this.
Our recruitment process
Please note that although we include closing dates for our roles as a guide, we review and progress applications on a rolling basis. At Osborne Clarke we do not make any recruitment decisions using automated decision-making.
We are committed to providing an environment where you can perform to the best of your abilities at every stage of your recruitment experience and beyond. If you require any adjustments to be made during the application stage, interview process, or when working with us, please let us know in confidence.