Workplace Coordinator

Role:                             Workplace Coordinator (London HQ) Department:                 Operations Location:                      London HQ - SE1 Reports into:                Facility Manager Contract:                      Full time   About the role The Workplace Coordinator is a key hands-on member of the Operations team, working closely with the Facilities Manager and/or Head of Operations to keep our London HQ running smoothly, safely, and efficiently every single day. This is a dynamic, people-facing role that blends facilities coordination, front-of-house hospitality, and operational support. You’ll be the heartbeat of the office—keeping things organised, welcoming, and ready for action—while collaborating with colleagues across our global offices in LA, New York, and Atlanta. We’re looking for someone proactive, solutions-focused, and naturally organised, who enjoys being at the centre of workplace life and takes pride in creating an environment where people can do their best work.   What you will do  Working hours: 8.30am to 5.30 pm (1 hour lunch break)   Facilities & Office Operations Support the Facilities Manager with the day-to-day running and upkeep of the London office Support Health & Safety compliance, including record keeping, coordinating checks, and promoting safe working practices Monitor the overall office environment and conditions—spotting issues early and coordinating repairs when needed Manage office supplies, including ordering, stock control, and supplier coordination, ensuring the team always has what they need Assist with space planning and general workplace organisation to keep the office productive, functional, and enjoyable Reception & Front-of-House Be the friendly first face people see—welcoming visitors, partners, and team members into the office Manage incoming calls and shared inboxes, responding promptly and professionally Coordinate mail, deliveries, and courier services, ensuring everything arrives and goes where it should Coordination & Administration Support the planning and delivery of internal events, meetings, and team activities Help onboard new starters on their first day with office tour, IT set up, office access, etc.  making their first day seamless Help with seasonal activities and office parties (Christmas, Halloween, Summer party, After Dark events, and others) Work with the People team and Head of Facilities and come up with a plan for workplace wellbeing activities like chair massage, weekly breakfasts, and others that can create boost and office happiness. Maintain clear, accurate records and organised documentation systems Provide day-to-day administrative support to the Operations team Assist the C-Team with occasional ad-hoc PA support when needed Daily Office Management Oversee daily office logistics to ensure everything runs smoothly from start to finish Open the office each morning—getting the space ready for the day ahead Oversee and liaise with Office Flat internal bookings and logistics Check cleanliness standards and flag any issues proactively Coordinate deliveries and ensure items are distributed efficiently Keep shared spaces tidy, organised, and welcoming for everyone What We’re Looking For Strong organisational skills and great attention to detail A proactive, hands-on mindset with a natural ability to problem-solve Excellent communication and people skills—you’re approachable and confident interacting with a wide range of stakeholders The ability to multitask, prioritise, and stay calm in a fast-paced environment Previous experience in office coordination, workplace, facilities, or administrative roles is a plus A basic understanding of Health & Safety practices is desirable   Skills, behaviours and values we are looking for  High level of attention to detail: able to keep reports and documentation up to date Winning mindset: being brave, bold and striving for growth Driven: being proactive and passionate in seeking what might not immediately be apparent Dependable: being both a team player and autonomous agent to drive results Dynamic: being able to pivot quickly with an abundance of energy and resilience No Ego: being approachable, authentic and humble About Disguise Disguise is the industry-leading platform sitting at the heart of a new era of visual experiences. One powerful integrated system of software, hardware and services to help create the next dimension of real-time spectacle. We partner with the biggest entertainment brands and companies in the world to deliver the A-list of live music events, live TV broadcasts, immersive experiences, installations, theatre, film and TV production, corporate communications and brand product launches. Working with Disney, Snapchat, Netflix, ESPN, the Burj Khalifa, and Adele, Disguise is the number one partner delivering the next dimension of entertainment.    Don’t Disguise your differences. Innovation comes from everyone. We strive to create a workplace that reflects our diverse audience. We celebrate our people for their full authentic selves, and embrace uniqueness. Inclusion and Equity matter at Disguise. We create together and we create everywhere.    Our values Honest. We are real with ourselves and our clients and share our ideas with openness and transparency.  Evolutionary. We innovate using our user’s ever-changing needs so our technology remains ahead-of-the-game. Fearless. We take the best path, not the easiest, and innovate where it’s right, not where it’s simplest. Resilience. We don’t give up until we find the right solution, even if it means going outside our remit. Belong.  We create an environment where everyone feels like they belong and is empowered to do their best work.   Our benefits We have a suite of globally relevant competitive benefits packages as we want to make sure we retain the best talent out there. Our benefits for every perm hire, globally include: Unlimited Paid Time Off - with minimum time you must take set at 20% above statutory Hybrid working between home and our offices (dependent on role and location) Mental health and wellbeing support - subscription to the Calm app, mental health first-aid buddies, employee assistance programmes Gig allowance - £400 (or local equivalent) to spend on tickets every year to immerse yourself in our industries Belonging policies -  including (but not limited to) support for Parental, Fertility, Miscarriage, Menopause and Transitioning Training, coaching & mentoring Offices: London, England, United Kingdom (London HQ);