The Workplace Team plays a key role in the employee experience at Trainline, by connecting people and places, through our curated spaces, events, and services.

We’re looking for someone who is highly organised and has a strong bias to action, with exceptional customer service and relationship building skills. You’ll be the first point of contact for all guests and Trainliners in our Paris office, and you’ll also provide additional remote support to our Milan office.

This role supports our day-to-day workplace and facilities operations. Including but not limited to: front of house, working with vendors, resolving building maintenance issues, as well as assisting with health and safety, events, catering, mail and travel management.

Employee Engagement:

• Curate an inclusive first-class workplace experience, which enables Trainliners to feel safe, happy, and productive, so they can do their best work.
• Build relationships with our teams and proactively gather information, so the Workplace Team can anticipate their needs before they arise and deliver outstanding customer service.
• Produce content to inform our teams about local information, building updates and upcoming events via agreed communication channels.
• Support and guide our teams on how to use our amenities to help them maximise their productivity in the workplace.
• Host weekly office orientation tours and prepare gift bags for new starters, as part of the onboarding process.
• Assist with the planning and execution of internal activation events to promote employee connection and wellbeing.

Building Operations:

• Ensure that our offices are fully operational, and processes are running efficiently.
• Support with regular building walkthroughs to review cleanliness, consumable stock levels, building maintenance issues (e.g., AC, lights, cleanliness etc), pre-empt potential issues before they arise and identify areas for improvement.
• Coordinate local workplace vendors, including negotiating commercial terms, contract management, on site supervision and invoice processing.
• Act as the first point of contact for local landlord or building management issues including coordinating and overseeing building access as necessary.
• Monitor the workplace helpdesk and resolve local requests submitted by employees in a timely manner.
• Issue and track building security access cards, ensuring that they are returned by leavers.
• Process incoming and outgoing mail including receiving, sorting, and arranging courier services.
• Provide a welcoming arrival experience for guests and visitors, help them to sign in and ensure they are comfortable.
• Promote sustainability and help us to achieve our goal of becoming net zero.

Health and Safety:

Support the Senior Workplace Manager with ensuring that Trainline is compliant with relevant local health and safety legislation, including but not limited to:

• Display screen equipment assessments (DSE)
• Risk assessments
• Water testing
• Fire safety and first aid
• Appliance testing
• Accident reporting and security alerts
• Contractor risk assessments and method statements (RAMS)
• Updating and reviewing policies, documentation and procedures
• Share helpful information on workplace wellbeing and ergonomics to promote a safe and healthy workplace.

Other:

• Suggest opportunities for operational and process optimisation within the Workplace Team.
• Assist employees with getting setup on our travel management system and help answer any queries they may have.
• Provide support to local workplace projects and initiatives.

• Some previous experience in a workplace or office manager role
• Fluent in English and French, with strong verbal and written communication skills.
• Financial and data literacy
• Excellent interpersonal and networking skills.
• Great organization, multitasking and problem-solving skills.
• Ability to work full-time on site in our Paris office.
• Flexibility to travel as needed.
• Italian language skills would be a bonus.