Workplace Coordinator

At Kainos, we’re problem solvers, innovators, and collaborators - driven by a shared mission to create real impact. Whether we’re transforming digital services for millions, delivering cutting-edge Workday solutions, or pushing the boundaries of technology, we do it together.

We believe in a people-first culture, where your ideas are valued, your growth is supported, and your contributions truly make a difference. Here, you’ll be part of a diverse, ambitious team that celebrates creativity and collaboration.

Ready to make your mark? Join us and be part of something bigger.

Main purpose of the role & responsibilities in the business:

We are seeking an enthusiastic and proactive Associate Workplace Coordinator to support the day-to-day operations of our London office. You will play a vital role in creating a welcoming, friendly, and positive atmosphere in our London office. Working within the Facilities team function of the Property team, you’ll be the go-to person for colleagues, visitors, clients and partners — ensuring the office is not only functional but also a comfortable, safe, and inspiring environment that enables people to do their best work.

You’ll be part of a global network of coordinators, delivering high-quality shared services across the business

Responsibilities include front of house customer service, coordinating facilities services, supporting events and meetings, managing vendors, and contributing to initiatives that enhance employee engagement and productivity.

This role requires you to be onsite 5-days a week 8.30am - 4.30pm.

Your key responsibilities include:

• Providing full-time onsite office support and acting as the central point of contact for all workplace-related queries.

• Delivering professional Front of House reception services, including greeting guests and managing switchboard and mailbox activity.

• Supporting the wider global Facilities team and cross-team collaboration.

• Managing office budget in line with company processes.

• Contributing to continuous improvement initiatives to help deliver best-in-class service.

• Participating in Facilities projects and knowledge-sharing activities across the team and wider office.

• Representing Kainos and the workplace team internally and externally, acting as a brand ambassador.

• Ensuring compliance with company standards, processes, and departmental SLAs.

• Managing office supplies, liaising with housekeeping, and overseeing building maintenance (PPM and reactive).

• Supporting Health & Safety compliance, including Fire Warden and First Aider duties (training provided).

• Monitoring physical security and access control in line with policy.

• Assisting with onboarding new colleagues and supporting internal office moves and events.

• Building strong relationships with landlords, contractors, and external partners and vendors.

• Assisting with ESG initiatives and reporting.

• Assisting with reporting & statistics.

• Assisting with administrative tasks for the global offices, predominantly UK and Europe.

• Organising and supporting onsite/offsite meetings and events.

Please be aware that this role will include a physical element which will entail putting away deliveries, stocking stationery and supply cupboards etc.

This role also occasionally calls for flexibility of start and finish times to cover maintenance works or event facilitation.

Essential requirements:

To thrive in this role, you’ll bring a combination of practical experience, strong interpersonal skills, and a proactive mindset. We’re looking for someone who:

• Demonstrates commercial awareness and a good grasp of how workplace operations support wider business goals.

• Can demonstrate excellent customer service with a proactive can-do attitude.

• Manages time effectively, with excellent planning skills and a sharp eye for detail—even when working to tight deadlines.

• Stays calm under pressure, makes sound decisions, and knows how to prioritise in a fast-paced environment.

• Is a self-starter who takes initiative and works independently with minimal supervision.

• Communicates clearly and professionally, both verbally and in writing, with colleagues and external contacts.

• Works well in a team, taking direction when needed and contributing positively to group efforts—collaboration is key at Kainos.

• Understands and follows company policies, procedures, and processes with confidence and consistency.

• Has at least 1 year of experience in a relevant working environment, with a mature, approachable, and collaborative style.

• Is confident using the Office 365 suite (or equivalent digital tools) to support daily tasks and communication.

At Kainos, we believe in the power of diversity, equity and inclusion. We are committed to building a team that is as diverse as the world we live in, where everyone is valued, respected, and given an equal chance to thrive. We actively seek out talented people from all backgrounds, regardless of age, race, ethnicity, gender, sexual orientation, religion, disability, or any other characteristic that makes them who they are. We also believe every candidate deserves a level playing field.

Our friendly talent acquisition team is here to support you every step of the way, so if you require any accommodations or adjustments, we encourage you to reach out.

We understand that everyone's journey is different, and by having a private conversation we can ensure that our recruitment process is tailored to your needs.