Job Description

Location: London or Lisbon · Full-time · Flexible – not in the office every day

About the role

Poolside is a fully remote company. Once a month, the whole team meets in person for a week, usually in London and sometimes elsewhere. Between those weeks there's still a lot going on in our office: events, vendor visits, deliveries and the everyday things that keep a space running. That's why we need someone on the ground.

Unlike most workplace roles, this one doesn't mean being in the office every day. You'll come in when it matters and work remotely the rest of the time, like everyone else at Poolside.

You'll be the go-to person for how Poolside works together in person: our office, our travel and our company on-sites. You'll work with the whole company, from engineers to leadership, as well as external partners. To do that well you need a strong service mindset.

What you'll do

• Run day-to-day workplace operations: facilities, vendors, supplies, fruit and food deliveries, maintenance, and health & safety
• Own and improve travel management: work closely with Finance and the wider company to make business travel smooth, cost-conscious and well supported
• Own the logistics for our monthly on-sites: venues, accommodation, travel, catering and agendas, whether in London or abroad, so every on-site week runs smoothly
• Plan and deliver team events and in-person moments that build our culture
• Manage relationships with the landlord, building management and external vendors, along with office budgets and contracts
• Support onboarding and offboarding on the workplace side: access, desks, and equipment handover with IT
• Build the processes we don't have yet: spot what's missing, set it up, and keep improving it as we grow

What you'll bring

• Experience in workplace, office, travel or events management, ideally at a fast-growing company
• An exceptional service mindset. You enjoy making things easy for other people and you take pride in the details.
• Comfort working where processes don't exist yet, plus the drive to build and improve them
• Excellent written and spoken English
• Knowledge of UK health & safety requirements (nice to have for Lisbon-based candidates)
• A warm, approachable manner and great communication skills with internal teams and external stakeholders
• Strong organisation, and calm when juggling competing priorities
• Experience managing vendors and budgets

Bonus points

• You've managed an office move or expansion
• You've used workplace tools such as visitor management, desk booking or travel booking platforms
• You've organised international events or offsites