Senior Workplace Coordinator

About Pleo

Messy spend management is tricky business. And tedious processes are a lose-lose situation for all involved not just finance. At Pleo were changing that. We build spend solutions that make managing money seamless empowering and surprisingly effective for finance teams and employees alike - with a vision to help all businesses go beyond.

The word Pleo actually means more than youd expect and living by that mantra has been the secret to our success over the last 10 years.

Now were at a pivotal moment in our journey; every move we make has a direct impact on our 40000 customers our business and our collective success. We need people who take pride in uncovering customer needs who turn complex problems into simple solutions challenge the way things are done (respectfully) and always aim high. With great ambitions driving us forward we cant say weve got this whole thing figured out. And frankly thats half the fun! What we can say is that were a driven progressive and importantly a kind bunch of 850 people from over 100 nationalities all committed to delivering the future of business spending together.

About the role

We take pride in everything we build for our people from spaces to events and communities bringing the social glue that makes Pleo one of the best scaleups in Europe. Our work ensures that besides functional and state-of-the-art workspaces we also provide a space where everyone can belong reflecting Pleos culture and values.

Now with 650 people spanning across our 6 main workplace locations and multiple smaller hubs we simply work to ensure that our offices are exciting and effective places for employees to collaborate and make !

So if youre passionate about joining a distributed team and being on the ground in one of the most vibrant hubs in Europe then look no further!

Who youll be working with and reporting to

You will be reporting to our Workplace & Compliance Manager and joining the Workplace & Experience team a team focusing on building exceptional people experiences and fostering engaging and smooth working environments for everyone. We support Pleos offices across 11 countries and 3 continents with the goal of bringing everyone together in workspaces that focus on wellbeing help drive engagement and support performance.

What youll be doing

As a Senior Workplace Coordinator you will look after:

• Event & Community Management: whether its a Summer or a Winter gathering or a sustainability programme - youll be planning the events managing the budget and promoting employee engagement.

• Office Management: Ensuring office spaces are functional aesthetically pleasing and aligned with organizational needs.

• Physical Security Oversight: Manage day-to-day office security operations including access control systems CCTV monitoring and visitor management protocols to ensure a safe environment for all employees and guests.

• UK Compliance & Safety: Serve as the workplace champion for UK health safety and security compliance ensuring the London office strictly aligns with the Health and Safety at Work Act 1974 and the Regulatory Reform (Fire Safety) Order 2005.

• Data Protection & Privacy: Maintain and audit physical security logs keycards and surveillance data in strict adherence to UK GDPR and the Data Protection Act 2018.

• Emergency Preparedness: Lead risk assessments coordinate local fire warden/first aid training and manage incident response plans in collaboration with building management and local authorities.

• Make the London Office better: come up with new ideas for what you believe is needed improve what isnt working and automate wherever possible

• Gather feedback: youll be continuously striving to improve the workplace experience so gathering feedback from stakeholders and employees will be really important to understand where to improve

• Larger ad-hoc projects: perhaps were going through an office refurbishment implementing a new security process or hosting a group of employees from another office - youll ensure everything runs smoothly!

• Contract Management: Closely support the follow up and monitoring of the area services & contracts identifying ways to improve services while keeping cost flat or reduced.

• Budget Management: ensure were making the most of our money by giving the best experience at the lowest cost by performing and monitoring the budget control environment in all activities purchases services etc.

What you bring

Youll thrive in this role if you have:

• A first proven experience in workplace office property or facilities management. We will consider individuals with experience of projects and budget management as well.

• Experience managing a budget close to 1M.

• A love for organising bringing structure optimising communicating and building relationships

• A get your hands dirty attitude and the ability to lead on operational priorities such as client or supplier negotiations

• Knowledge of workplace technology and current trends in office design and hybrid work environments

• A familiarity with Slack GSuite (especially spreadsheets) & Notion

• A familiarity with event planning & community building

Why is this role a good fit for you

This role is a good fit for you if:

• You are creative and like to innovate try out new approaches and ideas.

• You get as excited about coordinating fun activities and events as you are about improving processes.

• You are eager to develop your skillset across many different areas. We know that nobody will be an expert at everything but the right person for this role will be keen to develop their skillset in health & safety compliance IT or event management.

This role is not a good fit for you if:

• You constantly need a very busy office social environment. The London office vibe can vary between very quiet or absolutely buzzing and its important for you to be comfortable with both.

• You need very structured instructions. You will be given a lot of freedom and autonomy in this role you need to be self-sufficient and to take initiatives to manage your own work or suggest new approaches.

• You need to follow a structured routine. Each day can look completely different in this role.

How youll develop in this role

In your first 6 months at Pleo you will:

• Lead office space improvements to drive impact in experience and compliance.

• Collaborate with Techops and Risk & Compliance teams to enhance physical security in our office.

• Grow your skills in project management budget control and facilities operations by taking on new challenges as the company continues to scale.

Were committed to helping you develop your career whether that means taking on bigger projects stepping into leadership or acquiring new skills in compliance event management or health & safety.

Show me the benefits

• Your own Pleo card (no more out-of-pocket spending!)

• Lunch is on us for your work days - enjoy catered meals or receive a lunch allowance based on your local office

• Comprehensive private healthcare - depending on your location coverage options include Vitality Alan or Médis

• We offer 28 days of holiday your public holidays

• For our Team we offer both hybrid and fully remote working options

• We use MyndUp to give our employees access to free mental health and well-being support with great success so far

• Paid parental leave - we want to make sure that were supportive of families and help you feel that you dont have to compromise your family due to work

The interview process

We want to ensure you are set-up for success and understand what will be expected of you. If your application is successful our interview process is as follows:

1. Intro call: A 30-minute chat with our Talent Partner to discuss the role and your background.

2. Hiring Manager interview: A 45 to 60-minute conversation-based interview deep diving into your experience and motivations.

3. Pleo Challenge interview: A 60-minute practical interview task where youll have to solve a real-life problem you could encounter in your day-to-day job at Pleo.

Transparency is important to us so we also wanted to share some insights about what were looking for in applications to ensure you can set yourself up for success!

Last time we hired a Senior Workplace Coordinator we received a total of 320 applications but only 15 were selected for an intro call. With this in mind we want to help you understand what we really care about when reviewing your application:

• We receive a lot of CVs and many of them are AI-generated. We love seeing people leverage AIits a big focus for us internally toobut without human intervention these CVs can sometimes become generic and fail to show a candidate in the best light. What were really looking for is the specific details of real impact that only younot AIknow from your previous experience. A top tip from us is to use the Achieved X as measured by Y by doing Z formula (credit: Laszlo Bock 2014) to give a really clear picture of what youve worked on. A final note: including links to your previous companies websites is a huge help and allows us to truly understand your background.

• Every single application we receive is reviewed by a human (yes hundreds of them) because we believe that candidates efforts should be matched by an equal level of human care. This means that we expect a similar level of attention put into your application. Read and answer the application questions carefully they make a huge difference in our decision-making process.

• We are looking for three key areas of expertise for this role: event and community management project management and physical security management. All these are equally important but we expect candidates might lack experience across one of these areas. Dont let this discourage you from applying we are fully expecting to give the right person some coaching but be honest about what you have real practical experience with.

About your application

• English first. Since its our company language please submit your application in English. Youll be using it a lot if you join us.

• A fair look for everyone. Our talent team reads every single application to ensure the process is fair. To keep things running smoothly we only accept applications through our systemour support team cant pass on calls or emails.

• Diversity drives us. We can only reach our goals if our team reflects the world around us. That starts with you hitting apply even if you dont tick every single box. We encourage people from all backgrounds and experiences to join us.

• Interview at your best. We want you to feel comfortable throughout the process. If you have any accessibility requirements or need a specific format email Well design a process that works for you.

• Your data is safe. When you apply we process your personal data as a data processor. For more information on how Pleo processes personal data read our Privacy Policy here.

• Applying for multiple roles Nothing is stopping you and we assess every role independently. However we do look for alignment so make sure you can explain why your interest and experience are right for each specific role.

• Reapplying. If youre applying for the same role again please wait six months from your last decision before hitting submit.

Required Experience:

Senior IC

Employment Type : Full-Time
Experience: years
Vacancy: 1