Location: London or Lisbon · Full-time · Flexible – not in the office every day
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.
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
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
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
Own daily workplace and company operations, including office facilities, fleet management, vendors, travel, events, documentation, and safety, while digitizing administrative workflows as the organization scales.
Process and reconcile retail and institutional payments, onboard business clients, resolve transaction issues, and coordinate with internal teams to support accurate settlements and efficient payment operations.
Manage household organization, laundry, meal preparation, supplies, and family activity logistics, helping a busy household with two school-age children run smoothly through proactive, detail-oriented support.
Own purchasing, inventory, order processing, software configuration, shipping, and vendor and member communications across the full order-to-delivery lifecycle, balancing hands-on product logistics with accurate system records.
Coordinate staff rotas and provide administrative, reporting, and operational support to help adult and young people’s services run efficiently, maintain appropriate staffing, and continuously improve service delivery.
