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 Community Coordinator to a growing client account 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, with the intention of creating an excellent customer workplace experience for employees based in the office. The role is well-suited to those who are organized, 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 services where needed. You will also assist in planning and organizing special events, such as meetings and training sessions.

• Extend a warm and welcoming experience to all clients and guests.
• Utilizing strong written communication skills for newsletter reviews, social media posts, and similar.
• Anticipating employees’ needs to better accommodate them and provide an excellent employee experience.
• Liaising with office supply chain to ensure service visits are completed and maintenance schedule is up to date.
• Liaising with the Landlord and property management to ensure an excellent working relationship.
• Coordinating meeting room management and ensuring meeting rooms are set up and tidy.
• Take a hands-on approach to addressing challenges and act as a key problem-solver to keep operations running smoothly.
• Logging helpdesk requests on behalf of employees for FM services.
• Maintaining inventory of supplies and order new stock as needed.
• Being a main point of contact between the real estate / FM team and office key stakeholders.
• Maintaining inventory if supplies and ordering new stock as needed.
• Provide accurate internal / external reporting.

Who are we looking for?

• Alignment with our company behaviours: Play To Win, Own Your Outcome, Solve It Together, Help Each Other Grow
• 5+ years' experience in office management, coordination, administration, and hospitality services.
• Familiarity with outsourced FM and sustainability is advantageous.
• Proficient in Microsoft Office; experience with PO management systems is a plus.
• Strong communication, customer service, and client relationship skills.
• Highly organised with excellent attention to detail and time management.
• Self-motivated, proactive, and solutions-focused with a positive, hands-on approach.
• Capable of managing multiple priorities in a fast-paced environment.

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. Should you need any reasonable adjustments made to this application process, please don't hesitate to let us know. We use AI to help us assess applications fairly and objectively.