We are seeking a highly organised and proactive Workplace Administrator to support our Operations and Development Teams. This is an admin-led role with a strong focus on coordination, communication, and client experience. This role is an office based role 5 days a week, however, as part of this role, you will be required to provide ad hoc front of house coverage at any of our buildings across London, ensuring consistent service standards across the portfolio.
You will act as a key point of contact for clients, internal teams, and stakeholders, supporting operational excellence across both manned and unmanned buildings. The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, and leads by example in delivering exceptional service.
Key Responsibilities
Operational & Administrative Support
* Support with the co-ordination of the move-in and move-out process for Operations and Development, across the portfolio and services, ensuring the internal checklist is complete and a smooth and professional transition for clients.
* Support with the ASA process from start to finish for both operations and development, ensuring the ASA tracker is up to date and payments have been received.
* Support with purchase order raising, tracking and administration
* Support with the ordering office consumables and managing office amenities across all buildings (e.g., fruit, milk, snacks), ensuring consistent stock levels and cost control.
* Support unmanned buildings by managing and responding to tickets via the Freshdesk system, ensuring timely resolution of queries.
* Provide ad hoc reception coverage and support the Workplace Services team as required.
* Cover manned buildings during periods of sickness or annual leave, maintaining seamless service delivery.
* Support with the coordination of pitch decks for both Workplace Services and Design & Delivery teams, ensuring materials are accurate, up to date, and professionally presented.
* Own taking comprehensive minutes in team meetings and distribute clear action points in a timely manner.
* Perform additional administrative duties as required to support the overall success of the portfolio.
* Support Ops and Dev with Coupa workflow and coding, rejected invoice reconciliation and supplier follow up.
* Support the execution of events/customer delights, in manned buildings and HQ, ensuring all logistical details are coordinated and delivered to a high standard by the FOH team.
* Support both teams with gathering and coordination of quotes for works
* Support both teams ensuring Salesforce is up to date for both Ops and Dev.
Client Experience & Communication
* Act as a key point of contact for internal stakeholders, handling enquiries and requests with efficiency and professionalism.
* Anticipate client needs and proactively coordinate with internal teams to deliver solutions.
* Maintain clear and consistent communication between teams, ensuring alignment across Operations and Development.
* Uphold high service standards and contribute to a positive workplace experience across all buildings and in the Knotel Office
Skills & Experience
* Previous experience in an administrative, operations, or workplace environment.
* Strong organisational skills with exceptional attention to detail.
* Confident communicator, both written and verbal.
* Ability to manage multiple priorities in a fast-paced, multi-site environment.
* Proficient in Microsoft Office (PowerPoint, Excel, Word) with experience preparing professional presentations.
* Experience with ticketing systems (e.g. Freshdesk) is advantageous.
* Flexible and willing to travel across London sites when required.
* Salesforce experience is advantageous
Personal Attributes
* Proactive and solutions-oriented.
* Calm under pressure and adaptable to changing priorities.
* Professional, approachable, and service-driven.
* Strong sense of ownership and accountability.
* Collaborative team player with the ability to work independently.
This role is ideal for someone who enjoys being at the centre of operations, supporting multiple teams, and ensuring excellence in both administrative delivery and workplace experience.