At Exness, we are not just a leading trading broker—we’ve reimagined what it takes to be a leader. With 2,000+ people across 13 countries, we combine scale, care, and real tech to make trading better for over a million clients globally.
Recognised globally as a Best Place to Work, we’re a people-first company where long-term wins always matter more. As part of our team, you will shape the future of fintech with real technology, care, and purpose.
Why this role matters
The People and Office Operations Coordinator is a dual-purpose role that bridges the gap between physical workspace management and core HR administration. With a primary emphasis on Office Administration, this role ensures that the workplace is functional, welcoming, and efficient, while also providing critical execution support for People Operations throughout the employee lifecycle.
What you'll actually do
- Oversee the daily functionality of the office, including supply management (pantry, stationery, cleaning supplies) and coordination with maintenance vendors.
- Conduct regular office walkthroughs to identify and resolve facility issues, ensuring a high-quality, safe, and collaborative workspace for all employees.
- Coordinate replenishment and inventory tracking to ensure uninterrupted workplace operations
- Support management of office subscriptions and workplace amenities
- Support People Operations by executing administrative tasks for the full employee lifecycle, from coordinating onboarding logistics to processing offboarding documentation.
- Ensure all physical and digital employee files are organised and compliant with internal data governance standards.
- Assist with visa procedures and work permit applications for employees
- Lead the "Office Readiness" process for all newcomers, ensuring desks are equipped, access cards are prepared, and welcome packs are delivered.
- Act as a visible point of contact for new hires during their first week, helping them navigate the physical office and administrative workflows.
- Manage incoming/outgoing mail, courier services, and front-desk visitor protocols with a high level of professionalism.
- Assist in booking travel and accommodation for employees, ensuring adherence to the Global Travel Policy and budget constraints.
- Perform routine data entry and updates within the HRIS (e.g., HiBob), ensuring that office-related data and employee records are 100% accurate.
- Support regular audits of office and employee data to ensure the department remains "audit-ready" at all times.
- Interact with workplace service providers (cleaning, security, catering) to monitor service quality and report discrepancies to the Team Lead.
- Assist in the procurement process by tracking invoices and ensuring that office-related expenses are submitted to Finance on time.
Who we’re looking for
- Bachelor’s degree in Business Administration, Human Resources, Tourism, or a related field.
- Basic certifications in Office Management or Health & Safety are considered an advantage.
- Ongoing learning in HR technology and administrative automation is highly valued.
- 1-3 years of experience in office administration, facility coordination, or a junior HR operations role.
- Proven experience working autonomously within established procedures to handle multiple physical and administrative tasks.
- Experience in a fast-paced, multi-cultural corporate environment is strongly preferred
- Proficiency in Google Workspace (Docs, Sheets, Slides) and general office software.
- Basic understanding of HRIS platforms (e.g., HiBob) and the importance of data privacy (GDPR).
- Strong organisational skills with the ability to manage physical inventory and digital records simultaneously.
- Ownership: A reliable "doer" who takes responsibility for the office environment and ensures tasks are driven to completion.
- Reliability: Punctual and trustworthy, with the ability to maintain high standards even when working under a limited degree of supervision.
- Customer Focus: Friendly, approachable, and proactive in helping employees solve day-to-day office or administrative issues
- Regular interaction with employees at all levels, serving as a helpful "focal point" for office and ops-related queries.
- Collaborates cross-functionally with IT, Finance, and People Operations to ensure a seamless and efficient workspace experience.
- Support the smooth operation of the regulated offices within the assigned region.
- Help ensure that offices align with company standards and internal policies.
What it's like here
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Please note: We occasionally amend or withdraw Exness jobs and reserve the right to do so at any time, including prior to the advertised closing date. Before applying, you are advised to read our data protection policy. This policy describes the processing that may be associated with your personal data and informs you that your personal data may be transferred to Exness/Exness Group companies around the world. Exness Group and its approved recruitment consultants will never ask you for a fee to process or consider your application for a career with Exness. Anyone who demands such a fee is not an authorized Exness representative and you are strongly advised to refuse any such demand.
At Exness, we're an equal opportunity employer where every individual is valued. No matter your race, color, religion, sex, national origin, sexual orientation, gender identity or disability, we welcome you. As an international fintech company, we embrace the richness of our diverse team, respecting each individual and promoting gender equality for all genders in our workforce.