Office & People Operations Coordinator

About Us

At Sense Street we are developing natural language understanding systems for capital markets. Our premise is simple: markets are conversations, and we aim to help investment banks and asset managers have better more efficient chats. Through our partnerships with global banks, we have access to very rare data sets. This allows us to create statistical language technologies uniquely suited to capital markets while advancing the state-of-the-art. We are a fast growing venture backed company with offices in London, Krakow and New York. 

Part Time and Full Time considered

Salary dependent on relevant experience

The Office & People Operations Coordinator is responsible for ensuring smooth day-to-day operations across our offices while supporting key People, HR, and travel processes. This role combines office administration, travel logistics, HR system support, and documentation management to ensure an efficient, organised, and well-supported working environment for employees. The coordinator serves as a trusted point of contact for employees, supports leadership with reliable operational assistance, and maintains consistent administrative standards across locations.

Core Responsibilities

1. Travel & Logistics Coordination (Team excl. Executives)

• Arrange end-to-end travel itineraries, including flights, hotel bookings, seat monitoring, check-ins, upgrades, and itinerary changes.
• Manage all travel-related documentation and ensure adherence to internal procedures.
• Act as the main liaison for travel arrangements for Poland- and Europe-based trips.
• Perform timely travel check-ins and itinerary updates.

1. People Operations & Employee Lifecycle Support

• Coordinate administrative elements of onboarding and offboarding: documentation, access cards, system entries, handover protocols, and DocuSign guidance.
• Serve as a point of contact for employee administrative queries.
• Support People Operations in maintaining accurate employee files and structured documentation.

1. HR Systems & Records Administration

• Manage BambooHR data for Polish employees, ensuring compliance with documentation, payroll requirements, and audit standards.
• Maintain vacation limits and timesheet records in line with guidance from GS Auditors.
• Ensure 100% accuracy of data entries and timely updates to HR systems.

1. Office Operations & Facilities Management

• Oversee office supplies, kitchen stock, stationery, and equipment inventory (UK via internal process; PL through direct procurement).
• Manage incoming and outgoing post and deliveries.
• Maintain server room accessories and keep inventory logs updated.
• Organise and maintain SharePoint and OneDrive folder structures and produce organisational charts.
• Support internal events, seasonal activities, and office-wide initiatives (e.g., Christmas setup, after-work gatherings, snacks, accessories).
• Ensure documentation, file organisation, and formatting standards are consistently met.

1. Finance & Administrative Support

• Monitor the finance inbox and prepare invoices for scheduled payment runs.
• Assist with the collection, organisation, and routing of accounting documentation.
• Collaborate with Finance and external accounting providers to ensure timely processing.

Competencies

• Strong organisational ability and attention to detail.
• Confidence managing complex travel logistics.
• Clear, professional, and proactive communication.
• Strong digital organisation skills and document management discipline.
• Experience with Microsoft Office – Word/Excel/SharePoint etc.
• Ability to multitask and prioritise effectively in a dynamic environment.
• Reliable, responsive support to leadership and employees.
• Problem-solving mindset with a proactive approach to operational improvements.
• Fluent in English – spoken and written

Key Performance Indicators (KPIs)

• Accurate, on-time travel arrangements with zero critical errors.
• Office operations running smoothly with no supply disruptions.
• Invoices and accounting documents prepared in line with finance cycles.
• HR and operational documentation structured, current, and audit-ready.
• Employee queries responded to within 48 hours.
• 100% accuracy in onboarding/offboarding documentation.
• Zero errors in payroll-related inputs for Polish employees.

Company Benefits (pending probationary period)

• Private Healthcare
• Benefits system (gym etc)