Workplace Coordinator

at  GSMA

Department: IT & Workplace
Team: Mutual
Location: London
Position type: Permanent
Reporting to: Workplace Experience Business Partner
What the hiring manager says
We’re looking for someone who is passionate about enhancing the workplace experience and has a keen eye for detail. If you’re someone who enjoys bringing people together, implementing innovative solutions, and making a real impact on employee engagement and satisfaction, then this might be the perfect role for you.
You’ll be at the forefront of ensuring that our workplace is not just a physical space, but a thriving ecosystem where our employees can do their best work. You’ll oversee everything from facilities management to colleague well-being and engagement initiatives, all with the goal of creating an environment that promotes productivity and collaboration.
Fiona Happiness, Head of IT & Workplace
About the Team
The IT & Workplace Team provide a first-class workspace with the tech and tools to ensure a happy, healthy and safe environment for all colleagues to do their best work.
We understand how a positive working space with all the necessary tools promotes wellbeing and motivation. By engaging with teams across the business and external partners, we are a team that meets the functional needs of our colleagues and continuously evolves to meet changing demands.

About the Role

• Maintain a best-in-class workplace environment by ensuring workplace services run smoothly and efficiently
• Project a professional and efficient image of the company as the first point of contact to all colleagues and visitors in a courteous and helpful manner
• Undertake daily H&S checks and housekeeping inspections identifying and flagging any issues/hazards to the wider team
• Regularly check the meeting rooms and ensure the general areas are tidy, replenishing any items that may be missing and escalating any repairs/issues
• Conduct and organise H&S activities as directed by Workplace Services Manager and/or Business Partners including workstation assessments and follow-up
• Attend to Service Desk completing tickets in a timely fashion, escalating where necessary
• Set up meeting rooms/collaboration spaces as per requests
• Assist wider team to manage FM & tech requirements
• Assist with onboarding/off boarding processes including conducting weekly inductions, security pass set-up, replacement cards and locker assignment
• Work alongside Workplace Experience Manager to coordinate third party suppliers, contractors and building staff
• Check supply stock levels and report to Workplace Manager/Workplace Business Partner
• Coordinate the ordering and distribution of office supplies, including stationery and kitchen supplies
• Coordinate kitchen set up including management of office catering and snack replenishment
• Produce/update relevant workplace signage and posters
• Movement of furniture and delivery boxes with due regard for health & safety, Lifting & handling regulations (training provided)
• Security management of office passes, keys and maintenance of accurate records
• Assist with Planned and Preventative Maintenance programmes
• Collect and collate FM data including office utilisation data as requested by Workplace Services Manager
• Manage incoming and outgoing post process including courier bookings
• Manage incoming deliveries from building loading bay and distribute as required
• Manage archiving and storage onsite and offsite, maintaining accurate records
• Provide assistance with company-wide events
• Use initiative to identify new and innovative solutions to team challenges
• Act as one of the GSMA First Aiders and Fire Wardens (training provided)
• Prioritise sustainable suppliers and processes for all Workplace activities
• Work closely with wider team on projects to improve the workspace
• Adhoc duties as required by Workplace Manager/ Workplace Business Partner
• Travel to global offices as required

About You

• You will have drive, enthusiasm and passion for office management and building support
• You are a motivated and proactive team player capable of performing tasks independently and following own initiative
• You show up with curiosity, and are a creative problem solver
• You are a great communicator, capable of maintaining and building strong relationships
• You are hands on and take a proactive and flexible approach to work and be comfortable with a dynamic environment with constantly changing priorities
• You are Health, Safety, Wellbeing and Compliance conscious
• You are IT confident with a high level of literacy
• You are a Sustainability Champion!

Contract type
Regular
Worker type
Employee
What We Offer
Working at the GSMA offers you unparalleled access to the mobile industry. We offer a chance to truly shape the direction of mobile, whatever your role. By joining the GSMA, you will be exposed to a fast-paced rapidly evolving environment, working on global solutions, genuinely fascinating and industry-changing projects and a stimulating and dynamic environment designed to enable you to flourish.
In addition to architect-designed offices and competitive compensation, our benefits include fantastic learning & development opportunities, generous holiday allowances, four additional days off for professional development and many others.
To learn more about the GSMA, visit our
career site
, our
LinkedIn
page and our
Twitter
page.
Being You at the GSMA
We care deeply about diversity, equity and inclusivity and aspire to be the best at it. Your well-being and work/life balance is important, so flexi-time and remote working is available to all staff. We’re keen to ensure everyone is equal, represented and connected so we particularly encourage applications from all demographics. The sucess of the GSMA year on year will continue to be contributed by people from all walks of life.
GSMA Values
Our values not only drive our culture – they shape how we work and interact inside and outside our global organisation.
Passionately driven
We approach everything we do with unparalleled capability, tenacity and commitment, knowing that the challenging scale, pace and complexity of our work is what leads to its world-changing impact.
Insightful leaders
We continually develop and engage our expertise, insight and creativity so that we’re always ready to respond to the changing landscape with authority, agility and nuance.
Stronger together
We lean on each other so the industry can lean on us, embracing our diversity by actively seeking out perspectives and skill sets beyond our own, fuelling each other’s successes and constantly asking how we can help.
Underpinning our values is our collective mindset to show up purposefully as good human beings every day, in every situation. When we’re at our best – we are collaborative, considerate and compassionate to others, and we create a safe space for one another to thrive, assuming positive intent in our colleagues. And if we aren’t at our best and the pressure is on – we feel free to be ourselves but still remain curious, lean into the tough stuff and we are always respectful to others and accountable for the part we play.

• Maintain a best-in-class workplace environment by ensuring workplace services run smoothly and efficiently
• Project a professional and efficient image of the company as the first point of contact to all colleagues and visitors in a courteous and helpful manner
• Undertake daily H&S checks and housekeeping inspections identifying and flagging any issues/hazards to the wider team
• Regularly check the meeting rooms and ensure the general areas are tidy, replenishing any items that may be missing and escalating any repairs/issues
• Conduct and organise H&S activities as directed by Workplace Services Manager and/or Business Partners including workstation assessments and follow-up
• Attend to Service Desk completing tickets in a timely fashion, escalating where necessary
• Set up meeting rooms/collaboration spaces as per requests
• Assist wider team to manage FM & tech requirements
• Assist with onboarding/off boarding processes including conducting weekly inductions, security pass set-up, replacement cards and locker assignment
• Work alongside Workplace Experience Manager to coordinate third party suppliers, contractors and building staff
• Check supply stock levels and report to Workplace Manager/Workplace Business Partner
• Coordinate the ordering and distribution of office supplies, including stationery and kitchen supplies
• Coordinate kitchen set up including management of office catering and snack replenishment
• Produce/update relevant workplace signage and posters
• Movement of furniture and delivery boxes with due regard for health & safety, Lifting & handling regulations (training provided)
• Security management of office passes, keys and maintenance of accurate records
• Assist with Planned and Preventative Maintenance programmes
• Collect and collate FM data including office utilisation data as requested by Workplace Services Manager
• Manage incoming and outgoing post process including courier bookings
• Manage incoming deliveries from building loading bay and distribute as required
• Manage archiving and storage onsite and offsite, maintaining accurate records
• Provide assistance with company-wide events
• Use initiative to identify new and innovative solutions to team challenges
• Act as one of the GSMA First Aiders and Fire Wardens (training provided)
• Prioritise sustainable suppliers and processes for all Workplace activities
• Work closely with wider team on projects to improve the workspace
• Adhoc duties as required by Workplace Manager/ Workplace Business Partner
• Travel to global offices as require