About the team
The Real Estate and Workplace Services team at OpenAI is pivotal in crafting and maintaining the physical environments that fuel our innovation and growth. This team ensures our facilities align with our dynamic business objectives. We manage daily operations, optimise workspace designs, and manage leasing and planning for our real estate portfolio. With a strong focus on sustainability and efficiency, the team works closely with internal stakeholders and external partners to create spaces that not only reflect our brand's identity and culture but also enhance employee productivity and well-being. Joining this team means being at the heart of shaping the environments that inspire our technological advancements and support our mission.
About the Role
OAI is seeking a Workplace Operations Coordinator to join our Workplace Operations team at our London office. In this role, you will be instrumental in creating a welcoming and productive office environment in London and supporting our smaller European office (Paris, Brussels, Zurich & Munich.) You will be the first point of contact for all visitors, new joiners, and OAI employees. Additionally, you will support the Workplace Manager in cultivating a positive office culture and incorporating our core values of Diversity, Inclusion & Belonging through events, programs, and other initiatives.
In this role you will:
1. Office & Vendor Management: Partner with serviced office providers, building management, front desk teams, and external vendors to ensure seamless day-to-day office operations.
2. Employee & Visitor Experience: Serve as a warm, professional point of contact for employees, candidates, and visitors; manage onboarding welcomes, office tours, and ongoing employee requests via JIRA.
3. Workplace Safety & Security: Collaborate with Corporate Security to maintain a safe workplace, manage access requests, issue visitor passes, and ensure adherence to site security protocols.
4. Health & Safety Compliance: Support health and safety programs, including emergency procedures, risk assessments, drills, and evacuation exercises.
5. Office Culture & Events: Partner with the Workplace Manager to deliver company events, in-office food programs, and engagement initiatives that foster an inclusive and welcoming environment.
6. Space & Facilities Coordination: Ensure meeting rooms and shared spaces are meeting-ready, manage desk moves and setups, and troubleshoot scheduling or space-related issues.
7. Daily Operations & Communications: Conduct regular office walkthroughs to maintain a clean, organized, and well-stocked workplace, and communicate guest experience updates via Slack, email, and internal channels.
8. Cross-Functional & Regional Support: Work closely with IT, Security, Finance, and People teams on special projects, office rollouts, and regional initiatives, including periodic EU travel.
You’ll thrive in this role if you have:
9. Experience: Minimum 2+ years of related experience; highly personable and service-focused.
10. Customer Service Skills: Approachability, understanding, attentiveness, empathy, and positivity. Proven ability to proactively assist and offer solutions.
11. Adaptability & Organization: Strong problem-solving skills and the ability to quickly adapt to change. Exceptional organizational skills with the ability to manage multiple projects and deadlines simultaneously.
12. Communication Skills: Excellent written, verbal and interpersonal skills, capable of working effectively with clients, vendors, and team members.
13. Technical Proficiency: Clearly tech-savvy, with experience using people operations software (such as helpdesk or employee request systems). Familiarity with Google Suite (Docs, Sheets, Slides) is a plus.