Workplace Coordinator, Trainline

• We’re looking for someone who is organised, proactive and eager to learn, with a strong bias for action and a passion for delivering exceptional service
• Previous experience in a workplace, facilities or similar operational role is highly desirable
• Fluent in English, with strong written and verbal communication skills
• Good financial and data literacy
• Excellent interpersonal and relationship-building skills
• Strong organisational, multitasking and problem-solving abilities
• A proactive mindset with a strong bias to action
• Ability to work full-time, 5 days per week on-site in our London office
• Flexibility to occasionally work outside standard hours or weekends
• Willingness to travel internationally on occasion
• We know that great candidates don’t always tick every box. If you’re excited about the role and believe you could add value, we’d love to hear from you

Desirable

• Our Workplace Team plays a key role in shaping the employee experience at Trainline - connecting people and places through thoughtfully curated spaces, events and services
• Reporting to the UK Workplace Manager, you’ll support the day-to-day running of our London office - from facilities and maintenance to events and employee experience. This is a varied, hands-on role where no two days are the same
• Curate an inclusive, first-class workplace experience where employees feel safe, happy and productive
• Build strong relationships across teams, proactively gathering feedback to anticipate needs and deliver outstanding service
• Create and share engaging content on office updates, local information and upcoming events
• Support employees in using workplace amenities to maximise productivity
• Host weekly office tours as part of the new starter onboarding experience
• Plan and deliver internal events that promote connection and wellbeing, including setting up meeting rooms and event spaces
• Ensure the London office runs smoothly and efficiently on a day-to-day basis
• Conduct regular building walkthroughs to monitor cleanliness, maintenance issues (e.g. AC, lighting, equipment) and stock levels (e.g. stationery, drinks, snacks)
• Coordinate workplace vendors, including supporting contract management and on-site supervision
• Manage workplace helpdesk queries and Slack channels, ensuring timely resolution of employee requests
• Issue and track building access cards, including managing returns for leavers
• Handle incoming and outgoing mail, including courier coordination
• Provide a friendly and professional front-of-house experience, welcoming employees and guests and managing the visitor system
• Support the UK Workplace Manager in ensuring compliance with local health and safety regulations, including:
• Display Screen Equipment (DSE) assessments
• Risk assessments
• Water testing
• Fire safety and first aid
• Appliance testing
• Accident reporting and security alerts
• Contractor risk assessments and method statements (RAMS)
• Maintain and update policies, documentation and procedures
• Promote workplace wellbeing and ergonomics through clear and helpful guidance
• Identify and suggest opportunities for continuous improvement within the Workplace Team
• Support workplace projects and initiatives, including business cases and basic financial analysis
• Assist with administrative tasks such as purchase orders, invoices and budgeting