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. 

How you will contribute: 

• Serve as the first point of contact for all guests and employees at our Tallinn office.
• Handle daily orders, including office supplies, utilities, and items needed for events or celebrations.
• Oversee the maintenance, cleanliness, and general upkeep of the office environment.
• Ensure office equipment, furniture, and supplies are maintained and replaced when necessary.
• Coordinate office moves, seating arrangements, and space planning.
• Liaise with vendors and service providers (e.g., cleaning, IT support, maintenance) to ensure efficient and timely service delivery.
• Organize and coordinate workplace events, meetings, and employee gatherings, managing all logistics such as catering and room bookings.
• Respond to employee requests related to the office environment promptly and efficiently.
• Communicate relevant office updates to employees, such as procedural changes or upcoming events.
• Maintain inventory of office and kitchen supplies, ensuring sufficient stock at all times.
• Monitor office space usage and support optimization for productivity and collaboration.
• Support the onboarding process by preparing workstations for new hires.
• Handle incoming and outgoing packages, including assistance with package declarations.
• Manage parking space assignments for employees and guests.
• Administer company benefits-related tasks as required.
• Provide coverage for Workplace Coordinators at other locations when necessary.

What we are looking for:

• Excellent verbal and written communication skills in both Estonian and English.
• Strong interpersonal skills and a collaborative mindset.
• A positive, proactive attitude with a strong focus on customer service.
• High attention to detail and solid problem-solving capabilities.
• Exceptional organizational and multitasking abilities.
• Strong time-management skills and the ability to prioritize tasks effectively.
• Ability to work both independently and as part of a team.
• Flexibility and adaptability to meet changing workplace needs.
• Proficiency in office software (e.g., Microsoft Office, Google Workspace) and familiarity with facilities management tools.
• Knowledge of workplace health and safety regulations is considered a plus.

The team by your side:

Youll be part of the Bombay People team of eight, which includes Head of People, People Partners, People Operations, Talent Acquisition, and Workplace Coordination. Youll also work closely with all departments and teams across the company. Dont worryyoull have a great team behind you to support your onboarding at Bombay.

Why join Bombay? 

• Compensation: The gross monthly salary for this position is €1900.
• Celebration & Time off: A birthday day off, and paid vacation days for personal milestones (e.g., childs first school day, marriage), 3 wellness days per year.
• Health & Wellness: Private health insurance with Salu Digital Healthcare Platform, monthly sports compensation €49 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 (Kai 4).

What you can expect during the hiring process

The hiring process includes an initial online call with the Recruiter and an interview with the Head of People.