Facilities Coordinator

Company Description

Wise is a global technology company, building the best way to move and manage the world’s money. Min fees. Max ease. Full speed.Whether people and businesses are sending money to another country, spending abroad, or making and receiving international payments, Wise is on a mission to make their life easier and save them money.As part of our team, you will be helping us create an entirely new network for the world's money. For everyone, everywhere. More about our mission.

Job Description

Our Global Workplace Team plays a key part in the employee experience at Wise, through our curated spaces, events and services. Our mission is to create and maintain a safe and inspiring workplace for Wisers to achieve the Mission.

We are looking for a passionate and people-centric Facilities Coordinator to join our London office. Your role involves optimising our workspace, supporting daily operations, and cultivating a vibrant workplace culture. Collaborating with our Workplace team, you'll drive efficiency, manage vendors, and oversee H&S compliance. This position demands working knowledge of M&E, equipment, excellent interpersonal skills, and adeptness in handling complex challenges autonomously.

Key Responsibilities:

Workplace Operations 

• Ensure the smooth operation of our physical workspace, identifying and addressing any operational inefficiencies;

• Support and guide our Wisers on how to use our amenities to help them maintain a safe and functional workplace.

• Provide support to the Front Desk and Events team as needed (event set ups, office supplies, food and parcels deliveries, etc) ensuring exceptional service delivery to our Wisers and partners

• Contribute to workplace projects, including our office relocation plan for Q4 2024 and sustainability initiatives.

Facilities Operations 

• Maintain full operational efficiency of our London office by effectively managing planned preventive maintenance (PPMs) and addressing reactive maintenance needs.

• Oversee the repair and maintenance of furniture, office equipment, and other appliances.

• Address day-to-day landlord issues including coordinating and overseeing building access as necessary for PPMs and statutory visits.

• Assist with regular building walkthroughs to address building maintenance issues, pre-empt potential risks before they arise, ensure the workplace is safe and identify areas for improvement.

• Input into the London office’s operational expenditure budget, quarterly forecasting and monthly reconciliations to actuals. 

• Coordinate local hard service vendors, including negotiating commercial terms, contract management, on site supervision and invoice processing.

• Identify opportunities for cost optimisation and vendor rationalisation to get us closer to achieving Mission Zero.

• Encourage a level of uncompromising cleanliness, know and explain guidance around workplace etiquette.

• Ensure workplace helpdesk requests submitted by employees are resolved in a timely manner.

Health and safety 

• Manage Site Statutory compliance including Fire Risk Assessment, Water Risk Assessments, Disability Discrimination Audits and all remedial works. 

• Ensure the safety of our colleagues by maintaining an up-to-date list of first aiders and fire marshals, conducting regular checks of first aid kits and defibrillators, and organising ad-hoc training as needed.

• Monitor compliance with and general adherence to The Workplace (Health, Safety and Welfare) Regulations 1992.

Other 

• Support the Community Team including your immediate colleagues with identifying opportunities for operational and process optimisation.
• Provide support to local workplace projects and initiatives.
• Promote workplace sustainability and help us to achieve our goal of net zero carbon by 2030.
• Help us to execute and deliver on our ‘destination workplace’ vision and support our hybrid working model.

About you: 

• At least 2 years of experience in Workplace/Facilities, supporting the running of an office space and coordinating technical services in a fast-paced environment.

• Strong knowledge of health and safety in the workplace.

• Excellent English language skills, both written and spoken.

• Outstanding interpersonal and networking skills.

• Detail-oriented and data-driven, with a focus on informed decision-making.

• Strong verbal and written communication skills.

• Excellent organisation, multitasking, and problem-solving abilities.

• Adaptable and agile, comfortable navigating ambiguity and changing priorities.

• Curiosity and desire to learn and grow, with a positive, can-do attitude.

Some extra skills that would be awesome

• Proficiency in excel, Google suite and slack software tools.

• Passion and understanding of entrepreneurial, start-up or tech communities.

• Good technical knowledge of M&E 

• Fire Marshal / First Aid Training (desirable, training can be provided)

• IOSH Managing Safely or equivalent

Additional Information

£32,200-£36,000

For everyone, everywhere. We're people building money without borders — without judgement or prejudice, too. We believe teams are strongest when they are diverse, equitable and inclusive.

We're proud to have a truly international team, and we celebrate our differences.
Inclusive teams help us live our values and make sure every Wiser feels respected, empowered to contribute towards our mission and able to progress in their careers.

If you want to find out more about what it's like to work at Wise visit Wise.Jobs.

Keep up to date with life at Wise by following us on LinkedIn and Instagram.