Workplace Coordinator

About the Team

Our Wolt Workplace team runs our offices, to ensure our workplaces’ functionality, comfort, safety, sustainability and efficiency. Our Workplace Coordinator in-country ensure that our offices are properly set up for collaboration and focus as well as ensuring that workplace programs cater to a diverse population of onsite and remote employees. Workplace is a part of the wider Real Estate & Facilities teams and in partnership with the wider team we aim to remove any and all friction in the physical space that prevents our employees from being their most successful. 

You’ll be responsible for the Workplace Experience and Operations for a specific country, running things on the ground and creating functional and efficient workplaces for our offices, employees and guests. 

Role background

Wolt is looking for an experienced Workplace Coordinator who will report to the Regional Workplace Lead, North and work out of our Tallinn Office. You will help shape our workplace experience and run operations. The person in this position must be a creative problem solver; adept at handling multiple tasks concurrently. Combining People, Technology, and Space across to create an exceptional workplace experience for our Employees, Visitors and Contractors whilst ensuring an optimal use of resources. You will need to possess the ability to take thoughtful initiative and the desire to go above and beyond. Offering an exciting and fast-paced work environment, we are looking for a committed, hands-on, customer-focused individual with the ability to keep pace with our dynamic growth. 

What you’ll be doing

• You are the primary point of contact / Directly Responsible Individual to landlords, vendors and local stakeholders for all workplaces within your country.
• You will manage vendors
• Day-to-day implementation of policies, procedures, and programs that assure well-managed, well-maintained building/s with a focus on functionality, comfort, safety, sustainability and efficiency. 
• Lead all workplace programs, including but not limited to food & beverages, lockers, mail services, space planning, reception experience, and workplace technology.
• Manage all site-specific workplace projects and initiatives to improve the workplace by writing playbooks, operationalizing guidelines, and physically improving the office.
• Streamline accessibility of our offices and services ensuring spaces and services are easy to navigate and use, automating and innovating to enable self service where it makes sense.
• Promote a high level of employee satisfaction by ensuring prompt responses to the concerns and needs of the occupants, environmental, health and safety, and quality programs. Ensure the same level of service from team members and Workplace vendors.
• Working alongside local and global stakeholders, develop and maintain a detailed understanding of Wolt’s business and key factors influencing their service requirements. 
• Build strong relationships with business leaders and local teams to understand their business functions and how to deliver workplace experience strategies that support them.
• Coordinating the activities, financials, vendors, and staffing required for current and future needs of the building, infrastructure and operations including owning the country facilities operating budget.
• Establish, maintain and manage vendor relationships and implement clear KPIs and contract management processes to ensure efficient service agreements are met.
• On-site stakeholder liaison during planning and construction of office expansions.
• Responsible for space planning, tracking, move coordination, and new hire space accommodations.
• Manage the planning, execution, and post-event reporting of team onsite events and support ad-hoc company-wide event needs in the local office. Creating and communicating processes for employees to self-manage large internal events, and coordinating workplace specific event related tasks such as workplace activation initiatives, cleaning, room setup and building specific protocols.
• Collaborate with Global Real Estate, Facilities, IT, Safety, Security and Sustainability teams to roll out global policies and initiatives Woltwide.

Our humble expectations

• Experience in Office, Workplace or Facilities Management in a global organization within a fast-paced and high growth environment
• Strong and passionate Customer focus
• Proven Vendor Management experience
• Event Management experience a bonus
• Enjoy taking ownership and solving problems independently and proactively.
• Excellent written and verbal communication skills in English 
• Ability to work autonomously in a fast-moving environment, strong relationship building and stakeholder management skills, and a true growth mindset to consistently learn and develop skills.
• Willing to participate in First Aider and Fire Warden Training and ready and willing  to provide assistance in an emergency 
• Comfortable collaborating remotely and dynamically using digital tools such as GSuite, Slack and Zoom.

Compensation

The successful candidate’s starting pay will fall within the pay range listed below and is determined based on factors such as the candidate’s skills, experience and qualifications. Please note, that the starting pay may vary if the candidate does not fully meet the expectations as outlined in this job posting. 

The salary below is the monthly salary range for this position. 

To learn more about our benefits, please do not hesitate to bring this up with our Talent Acquisition Partner!