Workplace Experience Coordinator

This role is responsible for delivering the best possible workplace experience for Aptitude team members—whether they work from home or in one of our offices. It covers safe and healthy working practices, ensuring everyone has the right equipment and conditions to do their best work. A key part of the role is fostering a sense of connection—both to Aptitude and to each other—by creating opportunities for meaningful engagement, inside and outside the work environment (e.g. community service initiatives).

This is still a relatively new position within our structure, created just a year ago with the opening of our new Wrocław office. While the foundations are in place, there’s still plenty of room to shape and grow the role in line with evolving needs. If that sounds exciting—we’d love to hear from you!

This role is based in the Wrocław office 4 days a week, with the flexibility to work from home 1 day per week.

Key Responsibilities

Office & Remote Support

• Ensure team members have the right equipment and working conditions, in collaboration with IT and Health & Safety.

• Manage office supplies and vendor relationships (including fruit, groceries, coffee, plants).

• Coordinate cleaning services and contracts.

• Administration of hybrid workplace time tracking and office attendance

Employee Experience & Wellbeing

• Collaborate on organizing team and company-wide events, bringing fresh ideas to life that inspire hybrid team members to engage in office life and help remote colleagues feel truly connected.

• Coordinate wellbeing initiatives (e.g. Pink Box, Breakfast/Lunch offers, themed events).

• Arrange and distribute occasional gifts and vouchers.

• Respond to employee queries and support day-to-day needs.

Internal Communication

• Support internal communications by maintaining office-based channels and preparing materials/decks.

• Assist with AllHands meetings (e.g. Slido setup, calendar invites).

Administrative & Operational Tasks

• Manage access cards and visitor registration.

• Coordinate travel bookings (flights, hotels, taxis) for SLT and Board.

• Support external visits and Board/SLT meetings.

• Handle shipments and courier services (e.g. DHL, internal packages).

• Liaise with building management and landlords on facility-related topics.

Compliance & Safety

• Cooperate with Health & Safety specialists and building managers.

• Conduct monthly first aid kit checks and restocking.

• Ensure ergonomic and safe workplace conditions.

Cross-functional Collaboration

• Work closely with P&C on administrative tasks (e.g. license management)

• Cooperation with Finance Team on some admin tasks (e.g. processing invoices in NetSuite.

• Coordinate workplace experience topics for the London office and other locations or/and other Aptitude locations; depending on current needs.

• Cooperation with other Function, according to current organizational needs.

We’ll provide you with the opportunity to grow your expertise in an environment that supports you, your life and your career.   

We’ll also offer you a competitive salary plus profit-related bonus scheme, as well as the following benefits: 

• Private healthcare 

• Life and disability insurance 

• ShareSave scheme - ability to purchase company shares on preferential terms 

• English language lessons during working hours 

• Flexible working conditions and hybrid work model 

• EAP 

• Multisport card 

• Free foreign travels insurance (for no work-related travels) 

• Easter/ Christmas Funding 

Ideal Candidate Profile

• Minimum 1–2 years of relevant experience.

• Strong organizational and communication skills.

• Proficiency in MS Excel.

• Experience in event organization (e.g. student groups) is a plus.

• Familiarity with graphic tools is an asset.