ABOUT THE ROLE AND OUR TEAM:

The Senior Coordinator Workplace and IT Coordinator position is a service-oriented individual and responsible for delivering an exceptional client experience to both our external and internal teams. You will play a key strategic role in aiding in the support of hybrid work, managing all office vendor relationships, operational projects and basic front line IT support. We are looking for a positive self-starter who is eager to thrive in a dynamic environment and is deeply passionate about providing high quality administrative support.

This role is considered essential and required to be in our London office 5 days a week, travelling to Galway on occasion, quarterly and as needed, supporting our UK and Ireland teams.

The individual will be a highly organised and personable HR/IT professional, able to diagnose, report and/or resolve workplace issues quickly. This position willand preferably have IT experience or qualifications (e.g IT Help Desk Technician, troubleshooting basic conference room or laptop equipment, act as a liaison between the office and virtual internal IT support) and able to manage multiple internal stakeholders, events and competing priorities.

RESPONSIBILITIES

Include but not limited to:

• Problem-solving, actively determining the best way to resolve problems.
• Good communicator, being patient and near the other employees. Manage any employee questions brought to your attention
• Actively reach out to vendors for competitive pricing and negotiating to ensure we keep within budget
• Ensure the office is being cleaned and maintained, managing cleaning contracts and conversations with employees to ensure everyone is doing their part
• Manage projects to adequate office to new requirements.
• Keep inventory and reorder supplies for Ireland and London office
• Assists with vendor management alongside Manager, Workplace (who sits in Spain) and our HR partners on site. Escalate requests to manager when needed
• Support engagement events and lead the social committee.
• General Support HR policy and HR programs, initiatives, and solutions
• Create and distribute new starter communication letters and weekly newsletter
• Provide basic, front line IT support to the office including but not limited to: ensuring conference rooms are in good working order, ipads are functioning correctly, basic troubleshooting.
• Be the onsite IT POC for meeting and event support
• Collaborate with IT to organise and equipment for new starters, retrieval of equipment from terminated employees and organise replacement laptops when needed
• Diagnose and troubleshoot technical issues, including account setup and office network configuration.
• Creates New Hire swag bags, name tags, orientation schedules, ID badges and Candidate Interview Folders
• Management of the access cards for offices + pull access card data for monthly ESG reporting
• Manages Guest ID badges that are checked out each day and ensures they're accounted for or deactivated at close of business each day
• General administrative and coordination support Initial point of contact for all office-related enquiries including liaison with building manager, Landlord and TKWW's Workplace team
• Manage inbound/outbound post
• Competent health and safety person for the office (training will be provided)
• Maintain health and safety policies and help with compliance and observance
• Analyse, organise and report all data needed for ESG (training will be provided).
• Organise office, storage and desk moves
• Support the team with ad hoc administration

SUCCESSFUL CANDIDATES HAVE:

• Are able and willing to work in the office. This person will be considered an essential employee and therefore must be in office 5 days a week.
• Are fantastic ambassadors and have impeccable customer service.
• 3-5 years of Workplace and/or HR related experience, 2 years of office support and /or IT related experience.
• Have knowledge of Word, Excel, PowerPoint, Google Calendar, and G-Suite
• Basic troubleshooting of IT issues and google meet conference room equipment
• Thrive in a multi-tasked, fast paced environment
• Are strong communicators and able to articulate ideas in an organised concise manner with strong written and verbal skills
• Have the desire to innovate, identify problems and find creative solutions
• Are enthusiastic with the ability to thrive in an atmosphere of constant change
• Have the ability to work independently, be resourceful and find solutions but also knows when to escalate problems that may arise
• Have Strong organisational skills
• Uphold vendor contracts and keep them accountable to SLAs.
• Prior office administration experience required
• Knowledge of GDPR legislation
• Professional telephone manner
• Ability to maintain strict confidentiality
• Ability to prioritise effectively
• Positive attitude and are reliable and dependable
• Knowledge of health and safety would be an advantage

At The Knot Worldwide, we believe you are more than a resume and invite you to go for it, take the leap of faith, and apply for this job if it sparks your passion to join TKWW and make a difference!