The Instant Group are hiring!

We are The Instant Group, where work gets smarter for all: employees, businesses, and the planet.

As the world’s largest flexible workspace market, we take pride in...

Providing over 250,000 organisations around the world with office space, coworking memberships, virtual offices, or meeting rooms
Delivering the latest flex market data and insights
Offering expert consulting services on portfolio strategy, procurement and sustainability
Empowering 20,000+ landlord, operator and investor partners to capture flex workspace demand, boosting revenue (up to 30%) and asset efficiency

By seamlessly connecting supply and demand with data-driven solutions, we redefine work, helping businesses thrive worldwide. We shape the next generation of work so that you can achieve your best work life, every day.

Our clients (Prudential, Booking.com, Shell, Jaguar Land Rover, GSK, Hines...) trust our team across virtual and real-life offices globally, from London, Paris and New York, to Hong Kong, Singapore and Sydney.

Join our dynamic organisation, awarded one of the ‘Best Places to Work in Property’ and continuously featured in the ‘Sunday Times HSBC International Track 200’. Build your career where innovation and connectivity meet, where we solve challenges and grasp opportunities together.

The Role

The Instant Group are seeking a Workplace Coordinator to join one of our biggest (and growing!) client accounts where you will be key to the operational management of the workspace. You will support in the management of the day-to-day operations and facilities, and coordinate events on a regular basis. This role is well-suited to those who are organised, people-focused and passionate about delivering a world-class client experience.

What will you be doing?

You will assist with day-to-day site operations, ensure that all aspects of an event run smoothly and support with the management of front desk reception/concierge/catering services where needed. Your focus will be with planning and organizing of special events, such as meetings, training, broadcasts, cocktail events.
Utilising strong written communication skills for newsletter reviews, social media posts and similar
Anticipating guests needs in order to accommodate them and provide an exceptional guest experience.
Preparing projected estimates of expenses for certain events or activities.
Answering phone and email inquiries from potential customers in a timely and respectful manner
Offering restaurant and activity recommendations and assisting guests in arranging transportation and excursions.
Acting as a liaison between customers and any department necessary including the kitchen, housekeeping, etc.

Who are we looking for?

Aligned with our Blueprint behaviours; Play to win, Help each other grow, Solve it together, Own your outcome.
5+ years of experience within a relevant role; experience in hospitality services and events coordination is required
Administration and coordinating experience
A knowledge of outsourced facilities management and sustainability is beneficial but not a necessity
Tech-savvy; fully proficient in MS Office Suite
Excellent customer service and client relationship skills, including strong verbal and written communication skills
Excellent attention to detail and time-management skills, with a positive, 'can-do' mentality

What's in it for you?

Competitive pay scales reviewed annually
Discretionary annual company bonus
Private healthcare and life cover
A focus on connectivity, flexibility and bigger relationships as part of our workplace experience strategy
Bespoke training programmes and our bespoke ‘Instant Learning’ portal
Reward Gateway (discounts!)
Wellbeing Centre
Global Employee Assistance Programme
Brilliant colleague recognition scheme, with quarterly and annual ‘Let’s Celebrate’ awards (with great prizes!)
Generous referral scheme
Laptop / tech provided

At The Instant Group, we prioritise our people and our clients. We are committed to fostering diversity, equality and inclusion, providing equal opportunities in all aspects of employment. Our goal is a workforce that truly reflects society and our customers, creating an environment where every employee feels respected and empowered. When hiring or promoting from within, we see diverse experiences from a variety of backgrounds and welcome all applications regardless of age, gender, race, ethnicity, sexual orientation, religion, disability status or any other dimensions of diversity.

The Instant Group

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Workplace Coordinator