Workplace Coordinator

Legora

ABOUT US Legora is redefining how legal work gets done. Not built for lawyers, built with them. We work alongside the world’s best legal teams, who expect excellence, precision, and speed, and we hold ourselves to the same bar. Our AI-native workspace lets legal professionals move faster, think more clearly, and operate with sharper precision. By analysing thousands of documents in minutes and powering end-to-end workflows, we cut through complexity, teams can focus on what matters: judgment, strategy, and outcomes. 1,000+ customers across 50+ countries trust us, including Cleary Gottlieb, Goodwin, Linklaters, White & Case, Dentons, and Barclays. We’ve scaled to $100M+ in ARR, with teams across Europe, North America and APAC, and continue to expand through acquisitions including Qura, Walter AI and Graceview. We partner with world-class performers: including Aaron Judge and the New York Yankees, Ludvig Åberg (and his caddie), and campaigns featuring Jude Law. Joining Legora means three things. * We lean in: ownership over titles, outcomes over intentions. * We fight for excellence: high standards, direct, ego-free feedback. * We grow together: as a team and with our customers. Mission before ego. Everyone contributes. No one coasts. If you’re driven by impact, pace, and raising the bar. This is the place. THE ROLE We're looking for a warm, resourceful, and organized Workplace Coordinator to own the daily experience in our London office. London is one of our largest and fastest-growing locations, scaling from 60 people today to 120+ by end of year, and this role sits at the center of that growth. You'll be the face of the office, the go-to for employees and guests, and a key partner to People Ops, IT, and Finance on everything from onboarding to events to facilities. This is a hands-on role for someone who takes pride in running a great office and brings structure and hospitality in equal measure. This is a full-time, in-person role, on-site five days a week, Monday through Friday, 8:30am – 5:30pm. WHAT YOU'LL DO * Own day-to-day office operations so the space is clean, stocked, safe, and running smoothly * Be the first face people see — greet visitors, employees, and candidates with warmth and professionalism, and manage check-in, building access, and guest policy compliance * Handle packages, deliveries, and field day-to-day requests from employees across the office * Own day-to-day office hospitality, including lunch ordering, catering coordination, snacks, beverages, and kitchen operations * Support vendor relationships (cleaning, catering, supplies) and track office spend, partnering with the Workplace Manager and Finance on contracts and invoices * Coordinate in-office onboarding, including desk setup and making sure new hires have a great Day 1, escalating issues where needed * Support planning and execution of events that build connection: team lunches, all-hands, happy hours, and company gatherings (partnering with the Workplace Manager on larger events and offsites) * Submit and track facilities tickets, coordinate with the building and vendors on maintenance and repairs * Partner with IT on equipment coordination, loaner devices, and new desk setups * Provide cover for the Workplace Manager during periods of absence, ensuring continuity across office operations and employee experience WHAT WE'RE LOOKING FOR * 2+ years in workplace coordination, office operations, reception, or hospitality, ideally at a startup or high-growth company * Relentlessly detail-oriented: you notice what others miss and take pride in getting the small things right * High agency: if something's broken, you fix it; if something's missing, you solve for it before it becomes a problem * A people-first communicator, warm and professional in person, on Slack, and over email * Organized under pressure and able to juggle competing priorities without dropping the ball * Budget-conscious and comfortable managing vendors and building relationships * Proficient in Google Workspace, Slack, and calendar tools * Reliable in-person presence five days a week and able to lift and move packages up to 30 lbs WHAT'S IN IT FOR YOU * Competitive package: Comprehensive salary, benefits, and tools for success * Global collaboration: Partner with Workplace teams across Europe, APAC, and North America * Meaningful work: Your efforts shape the daily experience of the team building the future of legal AI * Private medical, dental, and vision insurance * Family support: Generous parental leave and family care benefits * Pension with generous company match Legora is an Equal Opportunity Employer At Legora, we believe great teams are built on diversity of thought and experience. We’re proud to be an equal opportunity employer and committed to creating an inclusive, high-performance culture where everyone can do their best work. We welcome people of all backgrounds and don’t discriminate based on race, color, religion, national origin, gender, gender identity or expression, sexual orientation, age, disability, veteran status, or any other characteristic protected by law.

Adyen

This is Adyen Adyen provides payments, data, and financial products in a single solution for customers like Meta, Uber, H&M, and Microsoft - making us the financial technology platform of choice. At Adyen, everything we do is engineered for ambition.  For our teams, we create an environment with opportunities for our people to succeed, backed by the culture and support to ensure they are enabled to truly own their careers. We are motivated individuals who tackle unique technical challenges at scale and solve them as a team. Together, we deliver innovative and ethical solutions that help businesses achieve their ambitions faster. Why You Should Join the Workplace Team at Adyen At Adyen, our Workplace team plays a vital role in ensuring a seamless, efficient, and welcoming environment for every employee. From creating an inviting first impression as soon as you enter our offices, to designing, building, and maintaining inclusive, comfortable, and collaborative workspaces across the globe, we are dedicated to supporting the best possible work experience for all Adyen team members. We aim to create an environment where everyone can perform at their best. We are looking for an organized, proactive, and detail-oriented Workplace Coordinator to join the Workplace Team Lead in overseeing daily operations at our Chicago office. In this role, you’ll be an integral part of the team, working to support Adyen’s mission and vision. We value partnership, clear communication, and a customer-focused mindset, as you will serve as an internal ambassador for the Adyen brand, ensuring that our offices meet the highest standards for employees, guests, and clients. What You’ll Do: * Vendor Management: Support the CHI Workplace team in maintaining high standards across custodial, maintenance, and other onsite service partners. Assist in tracking vendor performance, gathering COIs and compliance documentation, and helping ensure service delivery aligns with expectations. * Facilities Support: Monitor and track facilities tickets to support timely resolution of onsite issues. Assist with daily operations by coordinating with internal teams and service vendors to help maintain a safe and functional workplace. * Process Improvement: Assist in identifying areas where office operations can be improved. Collaborate with the team to streamline workflows and support implementation of updated processes. * Expense Tracking & Financial Support: Help track office-related expenses and manage invoice submissions. Work closely with the CHI Workplace team and Finance to support timely processing and alignment with approved financial guidelines. * Project Support: Provide logistical and administrative support for large-scale office projects. Assist with planning, coordination, and execution to help ensure project success. * Sustainability Initiatives: Work with the Impact Team to support sustainability efforts in the office, including gathering information and coordinating implementation of environmentally friendly practices. * Event Support: Assist with the planning and execution of internal events, including logistical coordination and vendor communication, to ensure seamless experiences and strong employee engagement. * Safety & Security Support: Collaborate with the Head of Physical Safety and Security to support emergency preparedness activities. Help coordinate training sessions, emergency drills, and rollout of safety protocols across the office. Who You Are: * Approachable and Personable: You are someone who thrives on building relationships, whether welcoming visitors to the office, addressing employee inquiries, or giving constructive feedback on office-related matters. * Highly Organized: You excel in fast-paced environments, balancing multiple tasks at once, and ensuring everything is running smoothly. Your attention to detail is key to making sure nothing slips through the cracks. * Proactive Problem Solver: You take initiative, thinking ahead and making decisions when necessary, while maintaining a positive, solution-oriented attitude. * Collaborative Team Player: You believe in the power of teamwork and putting collective goals ahead of individual ego. You communicate effectively and enjoy working within a diverse, global team. * Flexible & Adaptable: With a global mindset, you’re comfortable working across cultures, time zones, and changing circumstances. You embrace challenges with a can-do attitude. * Hands-On and Detail-Oriented: Whether you're organizing an office event or troubleshooting an operational issue, you are hands-on and take pride in ensuring everything is executed to the highest standard. Additional Requirements: * A minimum of 4 years experience in a similar role, with a background in office management and workplace operations. * Vendor management experience working with a variety of infrastructure service providers. * Proven ability to manage projects and work collaboratively across teams, ensuring alignment and seamless execution. * On-site presence: This is an office-based role, requiring a daily presence in our Chicago location - 5 days per week. The annual base salary range for this role is $72,000 - $90,000; to learn more about our compensation philosophy, please click here. Our Diversity, Equity and Inclusion commitments  Our unique approach is a product of our diverse perspectives. This diversity of backgrounds and cultures is essential in helping us maintain our momentum. Our business and technical challenges are unique, and we need as many different voices as possible to join us in solving them - voices like yours. No matter who you are or where you’re from, we welcome you to be your true self at Adyen.  Studies show that women and members of underrepresented communities apply for jobs only if they meet 100% of the qualifications. Does this sound like you? If so, Adyen encourages you to reconsider and apply. We look forward to your application! What’s next? Ensuring a smooth and enjoyable candidate experience is critical for us. We aim to get back to you regarding your application within 5 business days. Our interview process tends to take about 4 weeks to complete, but may fluctuate depending on the role. Learn more about our hiring process here. Don’t be afraid to let us know if you need more flexibility. Adyen is an equal opportunity employer. We do not discriminate based on race, color, ethnicity, ancestry, national origin, religion, sex, gender, gender identity, gender expression, sexual orientation, age, disability, veteran status, genetic information, marital status or any legally protected status. All your information will be kept confidential according to EEO guidelines. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. This role is based out of our Chicago office. We are an office-first company and value in-person collaboration; we do not offer remote-only roles.

Wolt

ABOUT WOLT At Wolt, we create technology that brings joy, simplicity and earnings to the neighborhoods of the world. In 2014 we started with delivery of restaurant food. Now we’re building the delivery of (almost) everything and you’ll find us in over 500 cities in 30 countries around the world. In 2022 we joined forces with DoorDash and together we keep on dreaming big and expanding across the globe. Working at Wolt isn’t always easy, but it’s definitely exciting. Here you’ll learn more, build more, and ship more than in most other companies. You’ll be challenged a lot, but also have a lot of fun on the way. So, if you’re a self-starter with drive and entrepreneurial spirit, this could be the ride of your life. ROLE BACKGROUND Responsible for the Workplace Experience and Operations for a geographical region spanning 10 countries, our Workplace Managers combine People, Technology, and Space across Office and Serviced Office locations to create an exceptional workplace experience for our Employees, Visitors, Contractors and Courier Partners. Regional Workplace Managers support their direct reports (in country workplace managers) to perform at their best, providing guidance and oversight to ensure our workplaces’ functionality, comfort, safety, sustainability and efficiency;  whilst ensuring that our office ‘hubs’ are properly set up for collaboration and focus as well as our smaller satellite locations without onsite staff appropriately situated, supported and well-equipped. WHAT YOU’LL BE DOING * Lead a regional team of Workplace Managers & Workplace Coordinators in ensuring our workplace experience supports Wolt’s mission & values and team objectives are met. * Setup and onboard new offices as Wolt expands in your region. Partner with business leads, local and global teams to ensure effective communication with landlords, internal and external stakeholders so that office projects in your region can be delivered on time and in accordance with both Wolt’s global standards and any local requirements. * Ensure all sites within the regional portfolio are managed and maintained to a high standard and in compliance with local and global policies and guidelines. * Build department policies and procedures in conjunction with Wolt’s Global Workplace and Facilities manager, complying with International Health and Safety Standards. * Partner with South region teams such as Physical Security and Safety, Sustainability and People to provide office specific program roll outs for initiatives such as Health and Safety, Sustainability and DEI, Internal Events and Community. * Partner with Integrated Facilities Management Vendors to ensure safe and compliant workspaces and that service level agreements are met. Conduct formal site condition inspections and work closely with responsible parties to ensure any deficiencies identified are resolved.  * Create and own the development of annual Opex budgets for your region, tracking and reporting on financial variance and operations expenses management. OUR HUMBLE EXPECTATIONS * 8+ years previous experience and regional role experience Workplace or Facilities Management in a global organization within a fast-paced and high growth environment * Bachelors or equivalent years of experience. Industry body qualifications  (IWFM, CFM or similar) are a bonus. * Excellent organizational skills and attention to detail * Strong leadership capabilities, proven experience to motivate and lead a team * Excellent communication and interpersonal skills, and the ability to work with internal and external stakeholders * A demonstrated ability to work collaboratively across departments and levels within a complex organization. * Ability and willingness to travel in order to properly support all locations in-Region (especially during office relocations and openings) * 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. * Comfortable collaborating remotely and dynamically using digital tools such as GSuite, Slack and Zoom. OUR COMMITMENT TO DIVERSITY AND INCLUSION We’re committed to growing and empowering a more inclusive community within our company, industry, and cities. That’s why we hire and cultivate diverse teams of people from all backgrounds, experiences, and perspectives. We believe that true innovation happens when everyone has room at the table and the tools, resources, and opportunity to excel.