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