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.


Administrative & Vendor Support
• 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).


Employee & Onboarding Support
• 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.


Events & Employee Experience
• 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.


Global Workplace Support
• 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.


Key Stakeholders
• 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.