Workplace Operations Coordinator

Job Description:

Integral Ad Science (IAS) is a global technology and data company that builds verification, optimization, and analytics solutions for the advertising industry and we're looking for a Workplace Operations Coordinator (WOC). If you are excited to explore a role in the ad tech industry in a varied position of a workplace operations coordinator; work closely with some of the biggest companies in the world; be the main day to day go-to person for facilities; and solve ad hoc issues, then WOC at IAS is the place for you!

As a Workplace Operations Coordinator you'll be working as part of the global Workplace Operations Team reporting directly to the EMEA Workplace Operations Director, supporting EMEA IAS employees. You should be able to quickly troubleshoot any facilities issues, pinpoint the problem, and provide a solution.

• Act as a main point of contact for the EMEA regions day-to-day workplace queries and build an in-depth relationship with all levels of the team
• Ensuring that the business plan, policy and initiatives are delivered in the local offices
• Coordinate and plan essential central services such as reception, security, maintenance, mail, cleaning, catering, waste disposal and recycling. Address any areas of improvement or issues within these services
• Keep workforce safe - liaising with security, receiving local security updates from Building Management/Office Provider/TFL/Westminster council etc and sharing when necessary.
• Assist with planning and logistics when EMEA office moves arise

• Coordinate with all departments such as HR, Finance, CorpIT, Client Servicing Teams, Product Marketing, etc

• Execute protocols for onboarding and offboarding of employees, including setup of new hire desks and departures, coordinate security passes, booking couriers for new hire & leaver laptops - liaising with the staff member & IT to ensure smooth collection and delivery of items ahead of onboarding or after offboarding
• Booking & Recording purchase orders including couriers, office supplies and so on
• Organise staff lunches, assist with social events, happy hours, execute set-up and breakdown of spaces and special events
• Receive and monitor all Zendesk workplace tickets, route issues to the appropriate team member, and ensure tickets are responded to and resolved timely and with an emphasis on end-user experience
• Floor moves - assisting with: scheduling, organising and implementing. Department/team moves and new hires
• Purchasing and processing orders, weekly shopping, stationery, catering, staff gifts, awards, flowers etc
• Assisting with EMEA Empower & other EMEA events, internal/external - logistics, organising and executing
• Liaising with suppliers and vendors including but not limited to cleaners, suppliers and other office vendors such as plant company, catering suppliers
• Coordinate vendor building access, food suppliers, contractors, tradespeople, etc
• Scheduling maintenance and renewals for office suppliers, Billitaps, coffee machines etc
• Well-being: booking massages, treatments, ad-hoc events, scheduling lactation bookings
• Maintain the stock levels for office and breakroom supplies and submit purchase requests to management
• Meeting guests as and when required
• Maintain cleanliness and organization of facilities storage spaces
• Conduct daily office walkthroughs to ensure conference rooms, pantry areas, equipment, and common spaces are in working order according to a specified checklist. Inform our cleaning supervisor of problematic areas, and report maintenance issues
• Assist in billing and accounting duties, including resolving billing questions, reconciliation and managing invoices
• Swag Bag management

• Ensuring that H&S guidelines and policies are followed
• Complete Fire Warden training and be part of the Fire Plan Team
• Complete First Aid training and be part of the First Aid Team
• Assist with checking & maintaining the fire plan/call alarm points etc
• Ordering items following Ergonomic Assessments
• Assisting with any current and changing Covid procedures including waivers, registrations, safety elements, ordering PPE, liaising with cleaners for bio fogging/deep cleaning, liaising with suppliers of PPE and sanitation stations etc
• Weekly/monthly checks of furniture, office equipment and spaces

• Ideally 2-4 years' experience working in a client facing role
• Understanding of Facilities and Workplace Operations
• Strong communication skills; written, verbal, and listening skills
• Knowledge of Google Workplace Software
• Knowledge of Microsoft Office Software

• Proficiency in another European language
• History of collaborating effectively within cross-functional teams
• History of Health & Safety