Office and Facilities Coordinator

Who you are

• The ideal candidate will bring significant experience in office, facilities, and workplace management, preferably within a fast-paced, multi-site or international organisation
• They will have a proven track record of overseeing office operations, facilities maintenance, supplier and vendor relationships, and workplace compliance across multiple locations
• Office and Facilities Management: Experience managing day-to-day office operations, ensuring workplaces are safe, functional, and provide an excellent employee experience across multiple office locations
• Multi-Site and Global Workplace Support: Experience coordinating facilities and workplace services across geographically dispersed offices, including supporting hybrid and co-working environments
• Health, Safety and Compliance: Strong knowledge of workplace compliance requirements, including Health & Safety legislation, risk management, office maintenance, and audit readiness
• Supplier and Vendor Management: Demonstrate experience managing external service providers, contracts, and facilities budgets while maintaining high service standards
• Workplace Operations and Employee Support: Hands-on experience managing office readiness, visitors, deliveries, access control, stock management, and supporting company events
• Environmental and Sustainability Management: A strong interest in environmental sustainability, with experience supporting environmental initiatives, ISO14001 standards, carbon reporting, or related programmes
• Quality and Information Security Standards: Experience supporting compliance with recognised standards such as ISO14001 and ISO27001, including documentation, process adherence, and audit support
• Project Management and Problem Solving: Ability to lead workplace improvement initiatives, office moves, refurbishment projects, or operational change programmes while adapting to evolving business needs
• Stakeholder Management: Proven ability to work collaboratively with the People, Legal, Finance, and IT teams, building strong relationships across all levels of the organisation
• Communication and Organisation: Excellent organisational, prioritisation, and communication skills, with the ability to manage multiple priorities and respond effectively to day-to-day operational challenges

What the job involves

• We have an exciting opportunity to join Dotdigital in as our Office and Facilities Coordinator. You’ll be responsible for managing our office and facilities portfolio, overseeing our colocation working arrangements and for managing a scalable solution to support our evolving team and ways of working
• We currently have offices in London, New York, Cape Town, Melbourne, Sydney, plus access to shared office spaces for other cities as well. You’ll be reporting into the Global People Director and working closely with our Legal, Finance and Business Solutions teams
• This role provides workplace support to our teams across our global offices and is essential to the smooth functioning of our facilities operations
• Day-to-day you’ll be based from our London Bridge offices, with occasional travel to our Manchester and Southampton offices, and the role will include hands-on management of these offices in particular
• You will be responsible for our workplace and facilities compliance including Health and Safety, office maintenance and supplier relationships. We are proud holders of ISO14001 and ISO27001 and this role plays a key part of the regular adherence to process and also supporting the periodic audits that take place
• No two days are the same, the role is hands on and might involve managing suppliers including our cleaning and maintenance suppliers, handling deliveries and visitors, ensuring office readiness for internal and external events (with a reset afterwards), access for employees, ordering and managing stock levels of refreshments, or problem solving a key workplace project

The application process

• 15min Screening Call with Team Talent
• Attention to detail (Textual) test gorilla test
• 1 hour Zoom interview with Global People Director
• 1.5 hour face to face interview in the London Bridge office with Global People Director and other senior leaders across the business. (With task to follow)

Benefits

• Parental leave: Having a child is one of the biggest moments of your life and whether you’re a mum or dad, we understand the importance the time off work gives you to bond with your family. That’s why we offer an enhanced paternity, maternity and adoption leave policy for new parents.
• Medical cover: We offer medical insurance in all our global locations for our employees to feel reassured and offer options to look after their health and feel supported.
• Paid sick leave: When you’re unwell, you don’t want the added worry of whether you’re going to be paid for time off. That’s why we offer a company paid sick leave policy to support you when you need it.
• Dotdigital day: On top of your annual leave allowance and the holiday closedown period, we give you an extra day’s paid leave per year to use as you wish. It could be a day off on your birthday or a family birthday, a day to move house, or an opportunity to take advantage of the sunny weather!
• Share reward: Those who qualify may be granted a number of share options at no cost to themselves with the option to exercise these shares in the future.
• Wellbeing reward: Everyone has different ways of keeping themselves happy and healthy – the wellbeing reward is a flexible benefit that you can use towards an activity, hobby or membership.
• MyPossibleSelf: We recognise the importance of having on hand mental health and wellbeing support when you need it most. That is why we have a MyPossibleSelf wellbeing app membership for all Dotdigital employees.
• Wellbeing Days: As part of our continued support of employee wellbeing we want to provide you with time to support family, dependents, yourselves, and worthy causes.
• Loyalty reward: We’re proud to have employees who’ve been with the company since day dot and we believe loyalty is definitely something worth celebrating. So, for your first 5 years of service, and every additional 5 years’ service beyond that, have dinner and drinks on us.
• Specific policies to support our employees: There may be times where your personal circumstances can be challenging and mean you require some additional support from us. That is why we have internal policies on Bereavement, Babyloss, Menopause and Fertility Support to ensure you feel supported during this time.