Senior Coordinator Workplace and IT, UK & Galway

Job 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 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
BENEFITS:
25 days of holiday + bank holiday
Pension Scheme
Life insurance
Medical expenses covered
Access to a laptop and mobile phone as a work tool
Birthday day off
On demand mental health assistance
Referral program