Front of House & Studio Experience Coordinator FTC

At ustwo, we invent, design and build digital products, services and immersive experiences that people love. We also help our clients change their digital culture and build their capabilities.

We believe that by caring deeply for our people, clients and partners, we can create the conditions for our collective genius to thrive. Our studios play an important part in that. They are places where people come together to work, collaborate, meet clients, host events and connect with each other.

We're looking for someone who can help us create a welcoming, organised, sustainable and well-run London studio, while also supporting our Experience Principal with events and experiences across our international studios and remote teams.

The role
This is a hands-on role at the heart of our London studio.

You'll be one of the first points of contact for people arriving at the studio and help make sure the space feels welcoming, organised and ready for whatever is happening that day.

Alongside the day-to-day running of Front of House, you'll support studio operations, project administration and events. You'll also work closely with our Experience Principal to coordinate events and experiences across ustwo's international studios, including locations where we don't have a permanent physical studio.

This could mean helping coordinate suppliers, venues, travel, catering and logistics across different countries, keeping plans and budgets organised, communicating with local teams and making sure everyone has the information they need.

Sustainability is also part of how we run our studios and make operational decisions. You'll help us use resources thoughtfully, reduce unnecessary waste and consumption, and work with suppliers that meet ustwo's expectations around sustainability and responsible business.

The role would suit someone with a hospitality, events, workplace or Front of House background who enjoys making things happen, looking after people and creating great experiences.

Key responsibilities

Front of House and studio 
You'll help make the London studio a welcoming, well-organised, sustainable and enjoyable place to work and visit. 

You'll:

• Open and close the studio and make sure everything is ready for the day.
• Welcome clients, visitors, suppliers and ustwobies.
• Manage visitor sign-in and let colleagues know when their guests arrive.
• Help create the right studio environment, including AV, lighting, music, temperature, meeting rooms and general ambience.
• Prepare hot and cold drinks, lunches and meeting refreshments.
• Answer calls and emails and make sure requests reach the right people.
• Manage incoming and outgoing post, couriers and taxis.
• Support the day-to-day appearance, organisation and smooth running of the studio.
• Carry out opening and closing checks and help maintain agreed studio standards.
• Monitor and order kitchen, stationery, bathroom and other studio supplies.
• Coordinate deliveries and work with suppliers and contractors when needed.
• Help us use energy and resources thoughtfully and identify practical opportunities to reduce waste, unnecessary consumption and purchasing.
• Support recycling and waste management and help make sustainable behaviours easy and practical for people using the studio.
• Spot problems early and either resolve them or make sure they reach the right person.

Suppliers and purchasing
You'll help us maintain good relationships with the suppliers that keep our studio and events running. 

You'll:

• Support the coordination of suppliers and contractors across areas such as catering, cleaning, maintenance, facilities and events.
• Help source products and services when required, considering quality, cost, sustainability and practicality.
• Support ustwo's responsible procurement approach by following our supplier standards and processes.
• Gather relevant information from suppliers when needed and flag concerns or gaps to the appropriate person.
• Look for opportunities to reduce unnecessary purchasing, deliveries, single-use items and waste.
• Keep supplier information, orders and relevant documentation organised and up to date.

You won't be expected to be a sustainability or procurement specialist. You'll be responsible for applying the standards and processes we have in place and helping us make thoughtful operational choices.

Studio and project administration
You'll provide practical administrative support to teams working across the studio. 

You'll:

• Support project and business travel bookings.
• Help teams organise project spaces, meeting rooms and workshops.
• Support the administration of our travel platform.
• Coordinate practical requests from project teams and other parts of the business.
• Keep relevant information, bookings and documentation organised and up to date.
• Work with different teams across the business to make sure practical and operational needs are addressed.

Events and community
Events are an important part of how we bring people together, particularly as our teams increasingly work across locations. 

You'll:

• Help organise internal events, celebrations, workshops and gatherings in the London studio.
• Support the Experience Principal with the coordination of events across our international studios and remote teams.
• Help coordinate venues, accommodation, travel, catering, activities, suppliers and other event logistics.
• Consider environmental impact alongside experience, accessibility, cost and practicality when helping to plan events.
• Liaise with local teams and external suppliers across different countries.
• Help ensure suppliers understand and meet ustwo's expectations around sustainability and responsible business practices.
• Keep event plans, attendee information, budgets, bookings and timelines organised.
• Help prepare and share practical information so attendees know where they need to be and what to expect.
• Support events on the day where required, making sure plans run smoothly and dealing with changes as they happen.
• Help us create experiences that work for people joining both in person and remotely.
• Support initiatives that strengthen connection and studio culture across ustwo.

You won't be expected to design our international events programme yourself. You'll work closely with the Experience Principal and local teams to help turn plans into well-organised experiences.

About you

You enjoy looking after people and creating environments where they feel welcome and comfortable.

You're organised, practical and comfortable switching between planned work and unexpected requests. You don't wait for every problem to be handed to you. You notice what needs doing and take action.

You'll ideally be:

• Warm, approachable and confident with different kinds of people.
• Highly organised and comfortable managing several things at once.
• Proactive, pragmatic and solutions-focused.
• Calm when plans change or something unexpected happens.
• Comfortable making sensible day-to-day decisions independently.
• Detail-oriented, particularly when coordinating logistics, bookings and events.
• Comfortable communicating with colleagues and suppliers across different countries and time zones.
• Happy working in a hands-on role where no two days are exactly the same.
• Someone who cares about how a space looks, feels and functions and enjoys creating a great environment for others.
• Thoughtful about sustainability and how everyday choices around spaces, purchasing, travel, events and suppliers can reduce unnecessary environmental impact.
• Curious and willing to learn rather than needing to know everything from day one.

Experience and skills
We're looking for someone with experience in one or more of the following areas:

• Front of House or hospitality.
• Events or event coordination.
• Workplace or office coordination.
• Reception or studio administration.
• Travel and logistics coordination.

You'll also need:

• Excellent spoken and written English.
• Strong organisational and administrative skills.
• Confidence working with external vendors and suppliers.
• Good digital skills and the ability to learn new systems quickly.
• Experience coordinating multiple bookings, suppliers or logistics at the same time.
• Strong attention to detail and the ability to keep accurate records and information.

Experience coordinating events, travel or logistics across different countries would be useful, but isn't essential.

An awareness of sustainable workplace, hospitality, events or procurement practices would also be useful. You don't need to be a sustainability specialist, but you should be interested in learning and applying ustwo's standards in your day-to-day work.

Benefits

Why ustwo?
ustwo is a certified B Corp and an equal opportunity employer. We’re a design and technology studio that believes thoughtful design creates better outcomes for people and businesses. You’ll join a collaborative team that values curiosity, generosity and craft, with the opportunity to shape one of the industry’s most respected design brands.

Details and benefits
Our full benefits package is available to all permanent and fixed term contract employment, please see further details here. We will also be able to share a benefits deck to showcase local benefits.

This is a 12-month fixed-term contract.

Location
This role is based out of our London studio, working 8am–5pm, Monday to Friday. Because you'll be responsible for opening the studio, reliability and being comfortable with an early start are important.

We encourage applications from people with different backgrounds and experiences. If this role excites you, we’d love to hear from you, even if you don’t meet every requirement.