Office Workplace Experience Coordinator

About Kepler

Kepler executes engineered marketing, where every message and ad delivered helps create a more personalized and productive relationship between brands and their consumers. We do this by acting as clients’ agency of record, as their in-house team, or some hybrid of the two – and by harnessing data and technology across all paid digital media and data-driven CRM channels.

Kepler prides itself on being a great place to work. In fact, we’re proud to share that AdAge recognized Kepler among the Best Place to Work in 2022, validating our investment in our team and our clients.

• We're transparent with our employees. You'll hear updates on company financials, how we're performing against bonus goals, and how we're responding to challenges we face. 
• We're growing. For you, that means unparalleled growth opportunities and a role in shaping the direction of the company. 
• We're fun. You'll work with and learn from the smartest people in the industry and have a blast doing it. 

 

Overview

The People Team forms part of the central team within the business, providing an invaluable support function for the client teams and central departments. We are currently looking for a Workplace Experience Coordinator to join the team and become an integral part of day to day operations. This is an entry level role and you are encouraged to detail in your cover letter why you are interested in working at Kepler and what you can bring to the role.

 

Kepler endeavours to enable an effective, collaborative working environment where employees have the option to leverage hybrid working. Due to the nature of your role, you will be expected to be present in the office a minimum of 3 days per week, Tuesday - Thursday, with additional attendance as required for other in-person commitments.

 

Role Overview

The role will form part of the International People Team, reporting directly to the AVP, People & Culture and supporting the Managing Partner, Business Operations. Developing strong relationships as a trusted advisor is crucial as part of a team which exists to service the broader business and drive positive employee engagement and experience. The successful candidate will be expected to focus on communication with colleagues at all levels in the London office and will also have the opportunity to collaborate with global colleagues to ensure consistency in Kepler’s approach to all things people across our regions. You’ll be given the opportunity to upskill in a number of areas, gaining invaluable experience through shadowing and training. Success in the role requires attention to detail, a solution oriented mindset and a willingness to get involved quickly.

About the Role

The scope of the role is inclusive of, but not limited to, the following responsibilities:

Office Management

• Establish yourself as the main point of contact for all office related enquiries
• Ensure office standards are maintained, educating employees where necessary
• Develop a strong working relationship with our serviced office provider, becoming the go-to person regarding employee passes, cleaning and maintenance issues and deliveries
• Maintain an office inventory, conducting a regular stocktake and ordering office supplies
• Partner with the wider People Team to maintain office policies and update Guru cards
• Organise all office operational procedures, including Health and Safety, First Aid and Fire Safety 
• Take ownership of our office desk booking rota, and manage meeting room bookings as required
• Work with the client teams to offer exceptional client hospitality and provide general support for all visitors to the office
• Ensure all candidates and employees are aware of Kepler’s Hybrid Working expectations, raise any queries to the People team and align expectations across the London office
• Proactively provide ideas for new initiatives or improvements to existing processes to drive long term strategic impact 

 

Culture & Inclusion

• Promote employee engagement across the London office and encourage a feedback culture where everyone feels comfortable to share their thoughts, opinions and ideas 
• Lead our Workplace Experience forum to make the employee experience at Kepler the best it can be, and manage the monthly Workplace Experience team rota and output
• Place regular supermarket orders to ensure the provision of items for the breakfast bar, and place orders for ad hoc cultural celebration events 
• Manage the provision of Kepler benefits, assessing employee utilisation and ensuring we maintain a competitive offering within the market

 

Company Admin

• Take ownership of all calendar invites for the London office
• Provide general administration support for the wider People team and Senior Team, for example organising and scheduling meetings and appointments, travel and restaurant reservations
• Collaborate with the marketing team to provide accurate documentation templates for HR letters and meeting slides
• Timely acknowledgement of, and response to, employee queries

 

Desired Experience and Skills

• Strong time management and prioritisation - balance day to day tasks alongside project work within a fast based agency environment
• Communication - demonstrate interpersonal skills by excelling in engaging with internal and external stakeholders in a clear, confident and concise manner 
• Attention to detail - take pride in producing accurate work to a high standard
• Situational awareness - the ability to react and adapt quickly, pivoting towards new priorities and problem solving without compromising on standards of delivery
• Knowledge of office management systems and procedures
• Transferable platform experience - google workspace, slack, excel, MS office 

 

Salary

Our compensation strategy is designed to attract, reward, and retain the talented employees that drive Kepler’s growth and success. We aim to offer competitive direct compensation that demonstrates the value we place on our employees and their well-being.

This role offers a starting salary of £28,000 per annum.

 

Benefits

Our employee benefits are structured around core benefits, learning & development, work/life balance, wellbeing, hybrid working and extra perks. They include:

• 25 days annual leave, increasing to 28 days after 3 years. Option to buy additional annual leave allowance up to 30 per year.
• Healthcare cash plan
• Monthly Wellness Allowance 
• Ride to Work cycle scheme
• Season ticket loan scheme
• Hybrid working office/at home including ‘Work from Anywhere’ (WFA) for up to 4 weeks per year
• Flexible working with start and finish times between 8am -10am, and 4.30pm - 6.30pm
• Company pension contributions
• Enhanced parental leave policies
• Annual tuition budgets for out of work study
• Mobile phone, home broadband reimbursements
• Working from home equipment budget
• Weekly free fruit and drinks
• Regular paid socials, and social budgets