Senior Office Coordinator

Klaviyo is seeking an Sr. Office Coordinator to join our Global Real Estate Ops team. We’re looking for someone who is experienced in maintaining an effective and efficient office working environment, genuinely enjoys working with diverse people, and is passionate about creating a welcoming and collaborative environment for both employees and visitors. This highly impactful role will be part of the Finance organisation, report directly to the Manager of Office Operations and Facilities, and will work cross-functionally with Global IT, People Operations, Marketing, Internal Comms, Employee Experience and and with the Snr Community Manager. This person will have the opportunity to join us on our mission to enable Klaviyos to thrive, to contribute to a uniquely special culture, and to make the company the place where the best-of-the-best come to work.

How You'll Make a Difference

• Assist in managing the day to day operations of our London Hub.
• Field daily inquiries by employees in the London Hub on questions and issues. 
• Monitor Office Operations support ticket queue and resolve questions with comprehensive answers.
• Build scalable office ticketing system for the London Hub based on the existing service catalog items in Freshworks.
• Work with and act as a primary contact for the Knotel team. 
• Handle suite related needs and maintenance.
• Responsible for enforcing and suggesting updates to office policies, procedures and safety standards (emergency evacuation plan, visitor registration, security, Health & Safety Compliance, etc.)
• Greet and register office vendors and visitors.
• Assist in facilitating the return to work plan for the London Hub.
• Utilise space management software, OfficeSpace, to assist with space management and helping Klaviyos find meeting spaces. 
• Ensuring the smooth management and coordination of requested customer/partner meetings, networking events and team on-sites. Owning and managing room requests in the Customer/Partner annex and our event spaces. This includes tracking availability, handling booking requests, and ensuring the rooms are prepared for use.
• Assist in maintaining the overall appearance, organisation, and cleanliness of the London Hub. Performing daily walkthroughs to ensure workstations, conference rooms and public spaces are clean and presentable.
• Restock and maintain inventory and supply management of office supplies, cleaning supplies, bathroom supplies, PPE, technology accessories, etc.
• Oversee recurring office service vendors.
• Assist internal teams with scheduling in person meetings and events. 
• Provide new joiners with a comprehensive tour of the office. This should include key areas such as meeting rooms, workstations, the kitchen, and any other essential facilities. Be sure to introduce them to relevant team members and share any important office protocols.
• Assist the New Hire Onboarding team by providing a seamless integration into the London hub by ensuring access cards, instructions and training rooms are set up. 
• Assist to manage office access for Klaviyo employees/new hires by creating, replacing and terminating access cards.
• Assist in facilitating in-office food and beverage programs. 
• Assist in monitoring office utilisation.
• Assist with interoffice moves.
• Assist in maintaining and raising issues regarding access controls to the building and within our office space.
• Be an ambassador of company culture and values. Be approachable, reliable and energetic.
• Assist with additional special projects, as required.

Who You Are

• 2-4+ years of office, facilities, or related experience.
• Prior customer service, IT, admin, or event management experience is a plus.
• Monday-Friday in-office attendance required, ~8:30-5pm with flexibility around onsite events.
• Ability to prioritise workload, follow through, and complete tasks in a timely manner.
• Strong organisation and planning skills.
• Comfortable owning projects and making decisions; takes initiative and works well independently as well as with others.
• Customer service oriented; outgoing and personable; polished approach with internal and external clients.
• Ability to work in a fast-paced environment with changing needs and requirements.
• Strong attention to detail, can learn quickly and understand big picture concepts.
• Ability to lift > 20kg

Klaviyo in EMEA

As part of the Klaviyo team you will be looked after with some great benefits locally in EMEA including equity for all, private health cover for you and discounted for your household, financial and professional coaching, a generous annual learning allowance (£2.5k), 22 weeks full pay primary care giver leave (16 week secondary) and free books (yes, any books!) to name a few.