Workplace Experience Coordinator

About the role

A great entry point into Workplace Experience for someone energetic, organised, and excited by making an office a genuinely great place to work. You will support the day-to-day running of our Warsaw HQ, help deliver exceptional employee experiences, and assist with benefits administration all working directly alongside our Workplace Experience Manager, who will invest in your development and create real opportunities to grow. If you thrive on variety, take ownership, and bring energy to everything you do, this role is for you. 

What you'll be doing:

Office Operations 

• Support the smooth day-to-day running of Warsaw HQ, first point of contact for office queries, supplies, equipment, and facilities coordination including post handling 
• Liaise with building management, maintenance teams, and contractors for facilities issues and reactive requests 
• Manage meeting room setup and standards; maintain the general presentation and organisation of the office 
• Assist with vendor coordination and budget tracking under the guidance of the Workplace Experience Manager 

New Joiner & Employee Experience 

• Assist with local induction for new joiners based in Poland 
• Be a warm, visible point of contact for new starters, helping them settle in and feel at home 
• Support the planning and delivery of events and employee engagement initiatives 

Health & Safety Support 

• Assist the Workplace Experience Manager in maintaining BHP documentation, compliance records, and statutory registers 
• Coordinate mandatory occupational health appointment scheduling and maintain accurate employee medical examination records 
• Report H&S concerns, near-misses, or incidents promptly and accurately

Benefits Administration Support 

• Process new hire benefit enrollments and changes within required timeframes
• Process leaver notifications, ensuring timely removal from benefit plans and accurate record updates 
• Collect, manage, and file deduction consent forms; maintain organised and up-to-date records for all employee benefit elections 
• Support payroll cutoff coordination, chasing outstanding enrollment items, checking data accuracy, and flagging issues to the Workplace Experience Manager 
• Assist with gathering and preparing employee census data during annual renewal periods
• Provide first-line deduction guidance to employees, escalating discrepancies or complex queries to the broker 
• Maintain accurate benefits tracking records and support data extraction for audits and compliance reporting 

Administration & Team Support 

• Maintain organised records, files, and trackers for office operations and H&S compliance 
• Provide general administrative and logistical support to the Workplace Experience Manager and team
• Take on additional responsibilities as the role develops and the business grows