Workplace Experience Coordinator

WHAT YOU'LL DO

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Office Operations & Facilities
• With the London manager, oversee the Amsterdam, Hamburg, Porto, Taipei, Warsaw offices and facilities.
• Act as the go-to contact for general office support, working closely with building management on cleanliness, maintenance, repairs, and access control issues.
• Submit and track tickets related to repairs, desk setups, and space improvements.
• Conduct regular space audits to ensure the office remains tidy, functional, and well-stocked.
• Coordinate internal moves, assist with desk resets, and manage setup tasks.
• Support IT by assisting with basic tech troubleshooting (e.g., connecting monitors, managing cables, monitor and address conference room tech issues, ensuring seamless meeting experiences).
• Maintain a safe, secure, and well-functioning work environment, ensuring all appliances and office equipment are in good working order.
• May be required to travel to support office locations as needed.
• Ensure full compliance with local health and safety legislation, including fire safety, risk assessments, and building regulations; maintain accurate records and coordinate required inspections and certifications.
• Support environmental and EHS initiatives by promoting responsible resource use, maintaining recycling and waste management practices, and partnering with vendors aligned with sustainability standards.
• Maintain and regularly update emergency procedures, including first aid kit checks, fire warden coordination, evacuation protocols, and contributions to business continuity planning.
• Stay informed about industry trends and best practices related to office management.
• Control incoming and outgoing mail and packages.
• Take care of office equipment and furniture upkeep; escalate issues as needed.
• Partner with management and finance to manage costs related to the office.

Manage vendor relationships (e.g., cleaners, catering, events, security, supply vendors), ensuring consistent service and performance.

Maintain confidentiality and support data protection protocols when handling internal or vendor-related information.

Maintain awareness of and ensure compliance with local employment regulations, GDPR, and relevant workplace legislation in partnership with HR and Legal.

Track office expenses and help manage budget planning in collaboration with Workplace and Finance teams.

Research and negotiate local vendor contracts to ensure cost-effectiveness and service quality.

Process invoices and payments timely and in accordance with Samba expense policy.

Submit and classify invoices using the Saldeo platform for expenses reporting.

Prepare and issue invoices for internal and external transactions, including re-invoicing of specific services and equipment sales, in line with company policies and confidentiality standards.

Oversee company swag procurement and office supply purchasing (chargers, adapters, stationery).

Act as an in-office point of contact for new joiners with office-related questions.

Send welcome emails outlining key building and workplace details to help new hires successfully navigate the space.

Conduct office tours for new joiners and visiting guests.

Manage local and remote onboarding/offboarding of employees.

Manage device distribution and inventory for internal employees and external partners if applicable.

Coordinate and support onsite and offsite experiences including recurring events, executive visits, ad hoc gatherings, and All Hands Meeting coordination.

Develop and uphold workplace standards and protocols in collaboration with the HR team to ensure a consistent and supportive office environment.

Collaborate with the People Team and leadership to plan and execute internal events and initiatives that foster engagement and connection.

Foster a positive and collaborative office culture that reflects company values and encourages teamwork.

Gather and analyze employee feedback to continuously improve office operations and foster a positive work environment.

Serve as a go-to resource for employee inquiries, connecting individuals to the appropriate internal resources.

Facilitate clear internal communications around events, office updates and workplace initiatives.

Help coordinate recurring lunch deliveries, manage order logistics, and handle clean up.

Maintain inventory of office supplies such as adapters, chargers, furniture, appliances, electronics, and light stationery.

Provide regional coverage for global teammates when they’re out of office.

Participate in global projects such as workplace surveys and data gathering to help improve the employee experience.

Coordinate across time zones to ensure smooth collaboration with international workplace teams.

Employees and leaders based in Warsaw, European and Taiwan offices

People Team

Executives & Executive Assistants

Finance & Legal Teams

Building Management

IT Support

Global Workplace Team

WHO YOU ARE

• Warm, resourceful, and committed to delivering exceptional workplace experiences.
• Exceptionally organized with strong communication and follow-through skills.
• Proactive, detail-oriented, and comfortable working autonomously.
• Familiar with Google Workspace (Docs, Sheets, Calendar, Gmail); Slack experience is a plus.
• Confident managing vendors and performing light tech troubleshooting when needed.
• Adaptable to shifting priorities and excited to contribute to a high-functioning, globally connected workplace team.
• Passionate about fostering culture and community, with a focus on Samba people-centered experiences.
• Comfortable using internal systems and engagement tools (e.g., HRIS platforms or event tools) to support team operations.
• Minimum 3, preferably 5+ years office operations experience.
• Excellent English and Polish communication skills.
• Experience in procurement is a plus.

Client-provided location(s): Warsaw, Poland

Job ID: c1aaecaf-9fd1-45e7-83d9-5ef5e7bf279b

Employment Type: OTHER

Posted: 2025-06-25T14:00:33