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. 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