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    Senior Coordinator Workplace and IT, UK - London, United Kingdom - The Knot Worldwide

    The Knot Worldwide
    The Knot Worldwide London, United Kingdom

    4 days ago

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    Description

    WHAT WE DO MATTERS:
    Here at The Knot Worldwide, we believe in doing work that matters.

    In 16+ countries around the world, our leading family of brands (The Knot, WeddingWire, Bodas, The Bash, The Bump, and more) provide best-in-class products, services and content to take celebration planning from inspiration to action.

    We are one of the most trusted global wedding Vendor Marketplaces, our mobile apps are top-ranked, our features are premier and our magazine is a go-to on the newsstand.


    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 attentionActively reach out to vendors for competitive pricing and negotiating to ensure we keep within budgetEnsure the office is being cleaned and maintained, managing cleaning contracts and conversations with employees to ensure everyone is doing their partManage projects to adequate office to new requirements.

    Keep inventory and reorder supplies for Ireland and London officeAssists with vendor management alongside Manager, Workplace (who sits in Spain) and our HR partners on site.

    Escalate requests to manager when neededSupport engagement events and lead the social committee.

    General Support HR policy and HR programs, initiatives, and solutionsCreate and distribute new starter communication letters and weekly newsletterProvide 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 supportCollaborate with IT to organise and equipment for new starters, retrieval of equipment from terminated employees and organise replacement laptops when neededDiagnose 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 FoldersManagement of the access cards for offices + pull access card data for monthly ESG reportingManages Guest ID badges that are checked out each day and ensures they're accounted for or deactivated at close of business each dayGeneral administrative and coordination support Initial point of contact for all office-related enquiries including liaison with building manager, Landlord and TKWW's Workplace teamManage inbound/outbound postCompetent health and safety person for the office (training will be provided)Maintain health and safety policies and help with compliance and observanceAnalyse, organise and report all data needed for ESG (training will be provided).

    Organise office, storage and desk movesSupport the team with ad hoc administrationSUCCESSFUL 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-SuiteBasic troubleshooting of IT issues and google meet conference room equipmentThrive in a multi-tasked, fast paced environmentAre strong communicators and able to articulate ideas in an organised concise manner with strong written and verbal skillsHave the desire to innovate, identify problems and find creative solutionsAre enthusiastic with the ability to thrive in an atmosphere of constant changeHave the ability to work independently, be resourceful and find solutions but also knows when to escalate problems that may ariseHave Strong organisational skillsUphold vendor contracts and keep them accountable to SLAs.

    Prior office administration experience requiredKnowledge of GDPR legislationProfessional telephone mannerAbility to maintain strict confidentialityAbility to prioritise effectivelyPositive attitude and are reliable and dependableKnowledge of health and safety would be an advantageBENEFITS:25 days of holiday + bank holidayPension SchemeLife insuranceMedical expenses coveredAccess to a laptop and mobile phone as a work toolBirthday day offOn demand mental health assistanceReferral program
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