Workplace Experience Coordinator

Your mission: make everyday life better for Capital.com's Warsaw employees. You're the single point of contact for everyone in the office on anything workplace related, if something's wrong with the space, or something could simply be better, you're who people come to, and you're the one who makes it happen. You keep the office running without friction day to day, and you never settle for "good enough," you're always looking for the next small thing that makes coming into the office better. You address pain points around administrative overhead, employee onboarding, and facility management, so our teams can focus on driving Capital.com's growth in the region.

Employee Happiness: Make sure the everyday things people rely on just work, good coffee, a well stocked kitchen, a clean and comfortable space, and don't stop there. Notice what would make the office better before anyone complains, try it, and make it stick.

Single Point of Contact: Be the person every employee in the Warsaw office knows to go to for anything workplace related, questions, requests, problems, ideas. Own the follow through until it's resolved.

Day to Day Office Functioning: Keep the office stocked and ready every morning, supplies ordered ahead of time, meeting rooms set up with IT, small issues fixed before anyone has to ask.

Budget & Vendor Management: Own the budget for office supplies, groceries, and workplace services, and track spend against it. Be the primary liaison for cleaners, tech support, building management, and merchandise providers, verify invoices, evaluate vendor performance, and manage landlord and sublease relations.

Celebrations & Events: Organize celebrations and moments that matter, birthdays, team wins, seasonal and company milestones, alongside quarterly Town Halls and monthly social events run with the social committee. First point of contact for larger offsite meetings.

Travel Management: Coordinate end-to-end business travel for employees, including flights, accommodation, ground transportation. Ensure all arrangements comply with the company’s travel policy and budget, resolve any travel-related issues, and work with travel providers to deliver a smooth experience

Workplace Experience Feedback Loop: Proactively gather feedback from new starters, leavers, and everyday office users, and use it to keep improving onboarding, office setup, events, and daily experience over time.

Employee Lifecycle Management: Coordinate end to end onboarding (compliance checks, inductions, IT/equipment setup) and offboarding (resignation acknowledgments, equipment return, access revocation).

Health & Safety: Work with the OHS consultant to enforce workplace health and safety policy, manage emergency drills and training, and hold a First Aid certification.

2+ years in office management, workplace experience, or facilities coordination, ideally in a fast-paced, scale-up or international environment

Proven ownership of a budget, comfortable tracking spend and verifying invoices

Hands-on vendor management experience: sourcing, negotiating, and evaluating cleaners, landlords, tech support, and suppliers

Experience coordinating employee lifecycle processes (onboarding/offboarding) in partnership with People/HR and IT

A proactive, "notice it before it breaks" mindset, comfortable identifying issues and fixing them without being asked

Strong organizational skills and the ability to juggle multiple requests and priorities on any given day

Excellent interpersonal skills; you're approachable, calm under pressure, and enjoy being the go-to person in the office

Fluent English, spoken and written

Valid First Aid certification (or willingness to obtain one shortly after joining)

Based in or able to work full time onsite in Warsaw