Office Coordinator

Job Description
About us
We are looking for a welcoming and energetic Office Coordinator to join us up to 4 days per week (36 hours in total) in HiBob's London office. You'll be part of our resident People team on the ground in the London office, keeping our office running smoothly. Our office coordinators are part of HiBob's Europe People team (based in London, Lisbon, Berlin and Amsterdam), who look after team members around all of HiBob's Europe office locations. You'll be reporting into our Office & Experience Manager based in London.
About you
At the heart of this role is delivering an exceptional office experience to our London-based Bobbers, so we are looking for someone who is passionate and motivated to help people. You'll see from the responsibilities below that multi-tasking, switching between different tasks quickly, and being organised yet adaptable are all key components for this role! This role is fully office based, with no opportunity for remote working, so you would need to be comfortable commuting to our offices in Holborn.
We use our HR platform Bob (of course!), Slack, Zoom, Google Docs on a daily basis, and we typically work with Macbook Air laptops. If you've got experience with these tools, that's great! If not, we'll show you the ropes.
Job Responsibilities
The main part of your role will include:
Office & operations support

• Main point of contact for Bobbers for all day-to-day office-related queries
• Main point of contact for deliveries, visitors and guests to the office
• Maintain regular communication with building management regarding visitor access, new starters, and office-related requests.
• Manage office supplies, including stocking kitchen essentials, ordering and unpacking deliveries, and maintaining swag and IT inventory
• Conduct routine inspections of the office and proactively solve or log maintenance tasks or office issues, escalating to the Office & Experience Manager or collaborating with the landlord when necessary.
• Support with vendor agreements, raising purchase orders, and maintaining accurate invoicing/reconciliation records using ZIP and PayEm
• Assist with the setup of equipment for new hires and maintaining office tech resources, ensuring everything is ready for smooth operations
• Manage office digital signage, including creating weekly and monthly slides and uploading content requested by different departments.
• Ensure health and safety measures are followed in the office, including maintaining first aid kits and supporting fire drills and emergency preparedness
• Promote sustainability efforts by managing recycling programs, sourcing eco-friendly office supplies, and driving waste reduction initiatives
• Assist the Office & Experience Manager in managing budgets, tracking expenses, and identifying cost-saving opportunities.
• Proactively identify opportunities to improve office processes and suggest enhancements to create a better experience for employees
• Supporting the Office & Experience Manager with large office based projects eg. Office Moves, audits etc
• Support with offboarding, including laptop return

Employee Experience

• Ownership of local onboarding logistics of new HiBob London Bobbers as our team keeps growing at a steady pace (IT equipment, swag, access to our facilities, desk spaces, first day logistics including meet & greet, desks, tours etc)
• Ownership of local team events in London (with the support of the Office & Experience Manager), such as happy hours, team lunches, Monday Lunch Club, and the Bobber Parents group quarterly events and Family Day - this might include supporting the planning & hosting of events in and out of the office
• Supporting the Office & Experience Manager in the planning, coordination and hosting of larger team events in London, such as the yearly wellbeing programme, volunteering days, Summer and Winter parties, awareness and global celebrations, C-Level offsites, team onsites etc - this might include supporting the planning & hosting of events in and out of the office
• Supporting and working alongside the European O&E team with EMEA employee experience projects eg. Summer and Winter Swag, remote employee experience etc
• Welcoming Bobbers from any of our other international offices and supporting them during their visits
• Arrange catering and provide general office support for team onsites and meetings within the Onsite budget and support guidelines

Benefits
HiBob is a village filled with incredible people, and we're proud of that. It's a place where Bobbers can truly be themselves. We're about fun, dreams, and ambition just as much as we're about precision, growth, and high performance.
Becoming a Bobber means joining a company that values you as a whole person. You'll receive competitive compensation and pre-IPO equity - alongside all of this:

• Cash allowance for health insurance
• Annual vision allowance
• 25 days annual leave (pro rated)
• Annual UnMind subscription including 6 therapy sessions per year
• Travel support (cycle scheme and season ticket loans)
• Work from home allowance - to get your home office set up!
• Temporary remote work from anywhere in the world for up to 2 months (after 6 months of employment)
• Bob balance days - enjoy a company-wide long weekend at the beginning of each quarter
• 2 Social Impact days per year for volunteering
• Awesome employee referral program - up to $2,500 for each successful referral with an additional ambassador programme
• Pension scheme auto-enrolment from day 1
• Fun company and team social events (locally and virtually with our global teams)
• We love birthdays - take the day off and receive a special gift

If this sounds like something you've been looking for, we'd love to have you. Come on, join our village!
Belonging at HiBob
Our success depends on our people, and we want HiBob to be a workplace where everyone feels a sense of belonging and can thrive. We're committed to being proactive at all levels so that our workforce reflects the communities in which we live, work, and hire.
We are open to all talent. All qualified applicants will receive equal consideration for employment without regard to neurodiversity, race/ethnicity, colour, national origin, religion, gender, pregnancy, marital status, sexual orientation, gender identity/expression, age, disability, genetic information, military service, covered/protected veteran status or any other protected class.
Please contact us at [email protected] if you'd like to discuss any adjustments to our process. We want you to bring the best of you.