Workplace Coordinator

Department: IT & Workplace Team: Mutual Location: London Position type: Short-Term Contract with potential to convert to permanent What the hiring manager says We're looking for someone who is passionate about enhancing the workplace experience and has a keen eye for detail. If you're someone who enjoys bringing people together, implementing innovative solutions, and making a real impact on employee engagement and satisfaction, then this might be the perfect role for you. You'll be at the forefront of ensuring that our workplace is not just a physical space, but a thriving ecosystem where our employees can do their best work. You'll oversee everything from facilities management to colleague well-being and engagement initiatives, all with the goal of creating an environment that promotes productivity and collaboration. - Ryan Millard, Workplace Experience Business Partner About the Team The Workplace Services Team provide a first-class workspace with the tech and tools to ensure a happy, healthy and safe environment for all colleagues to do their best work. We understand how a positive working space with all the necessary tools promotes wellbeing and motivation. By engaging with teams across the business and external partners, we are a team that meets the functional needs of our colleagues and continuously evolves to meet changing demands. This role will work alongside our current Workplace Experience Coordinator to manage the London office workplace experience and day-to-day operations. About the role Maintain a best-in-class workplace environment, ensuring services run efficiently and smoothly Act as a professional first point of contact for employees, visitors, and stakeholders Conduct daily health & safety and housekeeping inspections, escalating risks and issues Coordinate meeting room setups and ensure office spaces are clean, functional, and well-stocked Manage office supplies, kitchen provisions, and catering arrangements Track and maintain GSMA assets, ensuring accurate records, stock control, and lifecycle management Oversee incoming/outgoing post, deliveries, courier bookings, and storage/archiving processes Coordinate with suppliers, contractors, and building management teams Support planned and preventative maintenance activities Assist with workspace improvements, workplace projects, and company-wide events Produce and maintain workplace signage and communications Support onboarding and induction processes including workspace setup, access passes, and lockers Manage office security assets such as passes and keys, maintaining accurate records Collect and report facilities and workplace data, including utilisation metrics Assist with furniture moves and office reconfigurations in line with health & safety guidelines Act as a First Aider and Fire Warden (training provided) Promote sustainability by prioritising environmentally responsible suppliers and processes Travel to global offices as required About you You will have drive, enthusiasm and passion for office management and building support You are a motivated and proactive team player capable of performing tasks independently and following own initiative You show up with curiosity, and are a creative problem solver You are a great communicator, capable of maintaining and building strong relationships You will have the ability to prioritise workload and managing expectations with internal and external stakeholders You are hands on and take a proactive and flexible approach to work and be comfortable with a dynamic environment with constantly changing priorities You are Health, Safety, Wellbeing and Compliance conscious You are IT confident with a high level of literacy You are a Sustainability Champion! About your skills Communication - You will communicate clearly and professionally with GSMA colleagues, external contractors, and suppliers, ensuring requests, updates, and issues are understood and responded to promptly. Teamwork - You will work collaboratively with colleagues across departments, supporting workplace needs and contributing to a best in class workplace experience. Diplomacy - You will handle complaints or service issues sensitively and professionally, balancing organisational needs with user expectations while maintaining positive relationships. Analysis - You will demonstrate strong attention to detail by carrying out regular inspections and daily checks, identifying issues or inconsistencies promptly, and taking appropriate action to resolve them before they escalate. Delivery - You will ensure Workplace services (e.g., maintenance, cleaning, compliance tasks) are completed on time and to standard, proactively following up to resolve issues and minimise disruption. Agility - You will respond quickly to changing priorities, such as urgent maintenance issues or operational needs, and adjust plans to maintain smooth operation of the London office. We strive to offer a meaningful and inclusive application experience for all candidates. Should you require any accommodations or adjustments due to a disability or for any other reason during the hiring process, please contact with your request. Contract type Short term Contractor Worker type Contingent Worker What We Offer Working at the GSMA offers you unparalleled access to the mobile industry. We offer a chance to truly shape the direction of mobile, whatever your role. By joining the GSMA, you will be exposed to a fast-paced rapidly evolving environment, working on global solutions, genuinely fascinating and industry-changing projects and a stimulating and dynamic environment designed to enable you to flourish. In addition to architect-designed offices and competitive compensation, our benefits include fantastic learning & development opportunities, generous holiday allowances, four additional days off for professional development and many others. To learn more about the GSMA, visit our career site , our LinkedIn page and our Twitter page. Being You at the GSMA We care deeply about diversity, equity and inclusivity and aspire to be the best at it. Your well-being and work/life balance is important, so flexi-time and remote working is available to all staff. We're keen to ensure everyone is equal, represented and connected so we particularly encourage applications from all demographics. The sucess of the GSMA year on year will continue to be contributed by people from all walks of life. GSMA Values Our values not only drive our culture – they shape how we work and interact inside and outside our global organisation. Passionately driven We approach everything we do with unparalleled capability, tenacity and commitment, knowing that the challenging scale, pace and complexity of our work is what leads to its world-changing impact. Insightful leaders We continually develop and engage our expertise, insight and creativity so that we’re always ready to respond to the changing landscape with authority, agility and nuance. Stronger together We lean on each other so the industry can lean on us, embracing our diversity by actively seeking out perspectives and skill sets beyond our own, fuelling each other’s successes and constantly asking how we can help. Underpinning our values is our collective mindset to show up purposefully as good human beings every day, in every situation. When we’re at our best – we are collaborative, considerate and compassionate to others, and we create a safe space for one another to thrive, assuming positive intent in our colleagues. And if we aren’t at our best and the pressure is on – we feel free to be ourselves but still remain curious, lean into the tough stuff and we are always respectful to others and accountable for the part we play.