Overview

As the Workplace Experience Coordinator, your role will involve providing outstanding service to both our employees and clients. It is a job onsite which will require to be present in the offices on a daily basis.

The Workplace team is essential in fostering a positive work environment at Welcome to the Jungle and upholding our core values at headquarters.

You will be primarily responsible for creating an excellent workplace experience in our offices and ensuring optimal working conditions in our subleased spaces.

Additionally, you will coordinate all internal workplace processes and events in collaboration with our office manager and front-desk teams.

Responsibilities

Workplace Management

• Ensure that our employees and clients receive high-quality service,

• Oversee all internal office operations with the office manager, ensuring smooth day-to-day functioning,

• Choose the providers with the office manager in accordance our B-Corp engagement, and internal needs,

• Ensure physical security, based on policies & recommendation made by the Head of IT & Security,

• Supervise receptionists, including managing postal mail, deliveries, and monitoring access badges to our premises.

Sublease management

• Manage our partnerships and relationships with the brokers,

• Manage subtenants’ contracts based on turnover,

• Ensure that their working conditions are good and meet their needs,

• Coordinate the changes to be made in the open spaces according to the budget and the conditions of the signed contract

Health & Safety

• Oversee the activities of external suppliers to ensure compliance with health and safety regulations.

• Be responsible for the physical safety and security of the office and subleased spaces, with the office manager

• Manage the offices, in compliance with Health & Safety rules: follow safety standards (like fire safety and accessibility), adhere to workplace health standards, meet legal requirements for managing the premises.

Process Management

• Evaluate our existing tools and equipment to support Welcome to the Jungle’s growth in alignment with our B-Corp certification,

• Ensure that all documentation is consistently updated and archived, in coordination with the Head of IT and security,

• Ensure that our internal processes are understood and respected by all key stakeholders,

• Maintain relationships with property owners,

• Managing the workplace budget in collaboration with the finance team and proposing adjustments as necessary,

• Manage the administrative aspects of all ongoing rental agreements.

• Senior-level experience in workplace management (7-8 years) with a strong strategic approach.

• Proficient in subletting management, including contract negotiation, site visits, and coordination with legal and IT.

• Solid understanding of IT and building infrastructure with proven experience in similar roles.

• Skilled in workplace tools and Jira for effective project and workflow management.

• Strong communication and collaboration skills in both French and English.

• Experience in managing co-working spaces would be a great plus