Bombay is a collection of entertainment and hospitality brands, crafted to deliver luxury in every detail – from our exquisite facilities to our personalised service and the unique stories we inspire. Located in the heart of Tallinn, Bombay redefines luxury VIP experiences with its exclusive club, boutique hotel, restaurants, bars, spa, and bakery, embodying the spirit of elegance and refinement. 

Purpose of the role:

The Workplace Coordinator is responsible for managing the day-to-day operations of the office or workplace environment, ensuring a safe, efficient, and organized workspace for all employees. This role involves managing facilities, supporting office logistics, coordinating events, and acting as a liaison between staff, management, and vendors. 

Your responsibilities will be: 

• First point of contact for all guests and employees in our offices in Tallinn.
  
• Daily orders - office supplies, utilities and everything else we need for office parties or special events.
  
• Oversee the maintenance, cleanliness, and general upkeep of the office environment.
  
• Ensure that office equipment, furniture, and supplies are maintained and replaced as needed.
  
• Coordinate and manage office moves, seating arrangements, and space planning.
  
• Liaise with vendors and service providers (cleaning, IT support, maintenance) to ensure services are delivered efficiently and on time.
  
• Organize and coordinate workplace events, meetings, and employee gatherings, ensuring all logistics are in place (e.g., catering, room reservations).
  
• Act as a point of contact for employee requests related to the office environment, ensuring needs are addressed promptly.
  
• Ensure employees are kept informed of relevant office updates (e.g., new procedures, changes in office operations, upcoming events).
  
• Maintain office supplies inventory and ensure that stock levels are sufficient.
  
• Manage the ordering of supplies such as stationery, office equipment, and kitchen necessities.
  
• Monitor office space usage and assist in optimizing space for productivity and collaboration.
  
• Assist with the onboarding process by preparing workstations for new hires.
  
• Receiving and sending out packages and assisting with package declaration
  
• Administration of parking spaces for employees and guests
  
• Administration of our company benefits
  
• If necessary replacement of the Workplace Coordinator at other offices.

What we expect from you:

• Have excellent verbal and written communication skills in both Estonian and English languages.
• Excellent communication and interpersonal skills.
• Positive, proactive attitude with a focus on customer service.
• Strong organizational and multitasking skills.
• Strong time-management skills and ability to prioritize tasks.
• Attention to detail and problem-solving skills.
• Ability to work independently and as part of a team.
• Adaptability to changing workplace needs.
• Proficiency with office software (e.g., Microsoft Office, Google Workspace) and facilities management software.
• Knowledge of workplace health and safety regulations is a plus.
  

Why join Bombay? 

• Celebration & Time off: A birthday day off, and paid vacation days for personal milestones (e.g., childs first school day, marriage), 3 health days per year.
• Health & Wellness: Private health insurance with Salu Digital Healthcare Platform, monthly sports compensation with Stebby.
• Sick Leave: Paid sick leave from the 2nd day.
• Learning & Development: Generous learning & development package (personal development plan & trainings, company-wide knowledge sharing & trainings).
• Investment Opportunities: Opportunity to invest in the Groups own venture fund, Yolo Investments.
• Working Environment: A comfortable workspace in the city center with plenty of fruits, snacks, and drinks.
• Networking Opportunities: Events and networking opportunities with colleagues.
• Parking:  Free parking at the office.

This is your chance to be part of something unique, a world of exclusiveness, tailored solutions, and exceptional quality. Join us and help us craft unique experiences in hospitality and entertainment