Workplace Coordinator

Disguise sits at the heart of the most inspiring live and virtual experiences in the world leading the market in building a software and hardware solution that designs sequences and controls the most spectacular productions across film and TV broadcast live and corporate events.

Role: Workplace Coordinator (London HQ)
Department: Operations
Location: London HQ - SE1
Reports into: Facility Manager
Contract: Full time

About the role
The Workplace Coordinator is a key hands-on member of the Operations team working closely with the Facilities Manager and/or Head of Operations to keep our London HQ running smoothly safely and efficiently every single day.

This is a dynamic people-facing role that blends facilities coordination front-of-house hospitality and operational support. Youll be the heartbeat of the officekeeping things organised welcoming and ready for actionwhile collaborating with colleagues across our global offices in LA New York and Atlanta.

Were looking for someone proactive solutions-focused and naturally organised who enjoys being at the centre of workplace life and takes pride in creating an environment where people can do their best work.

What you will do

Working hours: 8.30am to 5.30 pm (1 hour lunch break)

Facilities & Office Operations

• Support the Facilities Manager with the day-to-day running and upkeep of the London office
• Support Health & Safety compliance including record keeping coordinating checks and promoting safe working practices
• Monitor the overall office environment and conditionsspotting issues early and coordinating repairs when needed
• Manage office supplies including ordering stock control and supplier coordination ensuring the team always has what they need
• Assist with space planning and general workplace organisation to keep the office productive functional and enjoyable

Reception & Front-of-House

• Be the friendly first face people seewelcoming visitors partners and team members into the office
• Manage incoming calls and shared inboxes responding promptly and professionally
• Coordinate mail deliveries and courier services ensuring everything arrives and goes where it should

Coordination & Administration

• Support the planning and delivery of internal events meetings and team activities
• Help onboard new starters on their first day with office tour IT set up office access etc. making their first day seamless
• Help with seasonal activities and office parties (Christmas Halloween Summer party After Dark events and others)
• Work with the People team and Head of Facilities and come up with a plan for workplace wellbeing activities like chair massage weekly breakfasts and others that can create boost and office happiness.
• Maintain clear accurate records and organised documentation systems
• Provide day-to-day administrative support to the Operations team
• Assist the C-Team with occasional ad-hoc PA support when needed

Daily Office Management

• Oversee daily office logistics to ensure everything runs smoothly from start to finish
• Open the office each morninggetting the space ready for the day ahead
• Oversee and liaise with Office Flat internal bookings and logistics
• Check cleanliness standards and flag any issues proactively
• Coordinate deliveries and ensure items are distributed efficiently
• Keep shared spaces tidy organised and welcoming for everyone

What Were Looking For

• Strong organisational skills and great attention to detail
• A proactive hands-on mindset with a natural ability to problem-solve
• Excellent communication and people skillsyoure approachable and confident interacting with a wide range of stakeholders
• The ability to multitask prioritise and stay calm in a fast-paced environment
• Previous experience in office coordination workplace facilities or administrative roles is a plus
• A basic understanding of Health & Safety practices is desirable

Skills behaviours and values we are looking for

• High level of attention to detail: able to keep reports and documentation up to date
• Winning mindset: being brave bold and striving for growth
• Driven: being proactive and passionate in seeking what might not immediately be apparent
• Dependable: being both a team player and autonomous agent to drive results
• Dynamic: being able to pivot quickly with an abundance of energy and resilience
• No Ego: being approachable authentic and humble

About Disguise

Disguise is the industry-leading platform sitting at the heart of a new era of visual experiences. One powerful integrated system of software hardware and services to help create the next dimension of real-time spectacle.
We partner with the biggest entertainment brands and companies in the world to deliver the A-list of live music events live TV broadcasts immersive experiences installations theatre film and TV production corporate communications and brand product launches. Working with Disney Snapchat Netflix ESPN the Burj Khalifa and Adele Disguise is the number one partner delivering the next dimension of entertainment.

Dont Disguise your differences.

Innovation comes from everyone. We strive to create a workplace that reflects our diverse audience. We celebrate our people for their full authentic selves and embrace uniqueness. Inclusion and Equity matter at Disguise. We create together and we create everywhere.

Our values

• Honest. We are real with ourselves and our clients and share our ideas with openness and transparency.
• Evolutionary. We innovate using our users ever-changing needs so our technology remains ahead-of-the-game.
• Fearless. We take the best path not the easiest and innovate where its right not where its simplest.
• Resilience. We dont give up until we find the right solution even if it means going outside our remit.
• Belong. We create an environment where everyone feels like they belong and is empowered to do their best work.

Our benefits

• We have a suite of globally relevant competitive benefits packages as we want to make sure we retain the best talent out there. Our benefits for every perm hire globally include:
• Unlimited Paid Time Off - with minimum time you must take set at 20% above statutory
• Hybrid working between home and our offices (dependent on role and location)
• Mental health and wellbeing support - subscription to the Calm app mental health first-aid buddies employee assistance programmes
• Gig allowance - 400 (or local equivalent) to spend on tickets every year to immerse yourself in our industries
• Belonging policies - including (but not limited to) support for Parental Fertility Miscarriage Menopause and Transitioning
• Training coaching & mentoring