Workplace Experience Coordinator (14 months contract) in Reading

Job description

We are looking for a Workplace Experience Support to join our team in Reading on 14 months contract.

You will play a vital role in supporting the smooth operation of the office by providing high-quality administrative support across various teams and environments. This includes front-of-house duties, facilities coordination, employee support, and general office administration.

The role requires a proactive and adaptable individual who can effectively manage multiple responsibilities while ensuring a welcoming and professional workplace experience for staff, visitors, and external partners.

What you will do

Reception & Visitor Support

• Act as the main point of contact at front-of-house reception, greeting all internal and external visitors in a courteous and professional manner.
• Ensure visitors receive a Welcome Email, are allocated desks, and relevant systems are updated accordingly.
• Liaise with the IT desktop team to ensure desk setups for visitors and new starters are prepared each week.
• Conduct induction office tours for new starters and visitors, supporting the onboarding process.
• Issue access cards to staff, visitors, and contractors in line with security policies and maintain accurate records.

Office Administration & Coordination

• Maintain a clean, tidy, and secure reception area and meeting rooms at all times.
• Oversee meeting room management, including conflict resolution for bookings and ensuring availability.
• Monitor and replenish refreshments in meeting rooms and stationery areas.
• Maintain sufficient stock of office supplies (e.g., stationery, printer items, catering goods, and Chill and Cheers drinks) and place orders when required.
• Manage access cards, desk and parking booking systems, and parcel collection programs.
• Respond to employee inquiries and requests for information.
• Maintain organized files, update databases, and track important deadlines.
• Mail & Communication Handling
• Handle all incoming phone calls and direct them to the appropriate person or department.
• Manage mail duties including distribution of post/packages, outgoing mail, and booking local and international couriers while following tracking and security procedures.

Employee Support & Travel

• Coordinate employee travel arrangements and assist with related queries.
• Assist with general administrative duties and internal projects as required.
• Raise purchase orders in line with company policies and procedures.
• Health & Safety
• Act as a First Aider, ensuring First Aid boxes are fully stocked and compliant with regulations.
• Conduct Health & Safety office tours for new starters and visitors.

People

• Assist the People team on tasks, projects and deliverables.
• Conduct induction office tours for new starters and support the People Team by coordination with hiring manager and send new starter email.
• Assist with on-boarding new hires – desk allocation any other task related to onboarding.

Culture & Events

• Assist with the coordination of company events such as holiday parties, team celebrations, and office-wide initiatives.
• Take pride in creating and maintaining a pleasant, welcoming, and inspiring workplace atmosphere.

What you'll bring

• Excellent interpersonal and communication skills.
• Strong organizational skills and attention to detail.
• Ability to multitask and handle a variety of administrative duties.
• Proficient in using office systems and tools (e.g., visitor management, booking platforms, Microsoft Office).
• Previous experience in an administrative, receptionist, or office support role is desirable.
• A proactive and service-oriented mindset.

Extra information

Status

Open

Education Level

Secondary School

Location

Reading

Type of Contract

Part-time jobs

Published at

06-07-2025

Full UK/EU driving license preferred

No

Car Preferred

No

Must be eligible to work in the EU

No

Cover Letter Required

No

Languages

English