Workplace Coordinator – Tallinn

About the role

Wolt's Workplace team runs its offices so they are functional, comfortable, safe, sustainable and efficient. The Workplace Coordinator in-country reports to the Regional Workplace Lead, North and works out of the Tallinn office. The role covers workplace experience and operations for a specific country, combining people, technology and space to create an excellent workplace for employees, visitors and contractors while using resources optimally.

Key responsibilities

• Be the main point of contact for landlords, vendors and local stakeholders on all workplaces in the country
• Manage vendors and implement policies, procedures and programs that keep buildings well maintained, focusing on functionality, comfort, safety, sustainability and efficiency
• Lead workplace programs such as food and beverages, lockers, mail services, space planning, reception experience and workplace technology
• Manage site-specific projects, write playbooks and operational guidelines, and improve the office
• Streamline access to offices and services, automate and innovate where possible to enable self-service
• Promptly respond to employee concerns and needs, covering environmental, health and safety and quality programs
• Build relationships with local and global stakeholders and understand their business needs
• Coordinate activities, finances, vendors and staffing, and own the country facilities operating budget
• Set up and manage vendor relationships, KPIs and contract management processes
• Liaise with stakeholders during planning and construction of office expansions
• Handle space planning, tracking, move coordination and new hire space accommodation
• Plan, run and report on onsite events, and coordinate workplace activation, cleaning, room setup and building protocols
• Collaborate with Global Real Estate, Facilities, IT, Safety, Security and Sustainability teams to roll out global policies

Required profile

• Experience in office, workplace or facilities management in a global organization within a fast-paced, high-growth environment
• Strong, passionate customer focus and proven vendor management experience
• Event management experience is a bonus
• Ability to take ownership and solve problems independently and proactively
• Excellent written and verbal English, autonomy in a fast-moving environment, and strong stakeholder management
• Willingness to take First Aider and Fire Warden training and to collaborate remotely with digital tools

Required skills

• Comfortable working remotely with GSuite, Slack and Zoom
• Vendor management and contract management