Who we are

Ilkari is a privately-held start-up based in Dublin, Ireland. We deliver hyper-private scale innovation and technology to safeguard and secure data, enabling true data sovereignty even as the pace of change accelerates. Our best-in-breed sovereign technology delivers privacy and control over where companies’ data resides, where it flows, and how it’s accessed.

We’re here to rewrite the story of data sovereignty – empowering innovators, pioneers and visionaries to make their mark. We believe the sky is not the limit. We strive for the perfect balance of simplicity and excellence in everything we do, and we’re looking for people who are ready to join our journey and rewrite the story of data sovereignty.

Role overview

As the Workplace Coordinator at Ilkari, you will be the central point of contact at the front of house, ensuring smooth day-to-day office operations and a positive experience for internal and external visitors. You will coordinate key office services, manage reception duties, and support broader workplace initiatives, contributing to a seamless, well-organised, and inspiring office environment.

What you'll do

Front of house and reception management

• Serve as the main point of contact at reception, greeting and assisting all internal and external visitors in a professional and courteous manner.
• Answer incoming phone calls and direct inquiries to the appropriate person, maintaining an approachable and professional tone.
• Coordinate meeting room bookings, ensuring timely resolution of scheduling conflicts.

Office and facilities management

• Manage office services, including travel arrangements, accommodation bookings, supplies management, asset management, and disposal of assets.
• Ensure sufficient stock of office supplies such as stationery, printer materials, catering supplies, and Thirsty Thursday drinks, placing orders as needed.
• Oversee the issuing of access cards for new starters, visitors, and contractors in line with security protocols.

Onboarding and induction support

• Assist in onboarding new hires, including desk allocation, sending new starter welcome emails, and managing dietary forms.
• Conduct office tours for new starters, providing a comprehensive induction to the workplace.

Administrative and event coordination

• Create and maintain an electronic filing system to ensure work transparency and operational efficiency.
• Assist the Workplace Team in coordinating building management issues, maintenance services, and ensuring the maintenance record is up to date and filed systematically.
• Organise company events and workshops, including Christmas and summer parties, Learning Labs, and training sessions.
• Act as a First Aider, contributing to workplace safety.

What are we looking for

Front of house experience

• Proven experience in a fast-paced, customer-focused front-of-house or reception role, with a track record of maintaining professionalism and efficiency.

Communication and organisational skills

• Complete fluency in English (written and spoken), with strong interpersonal and communication skills.
• Excellent organisational and multitasking abilities, with a proactive approach to problem-solving and time management.

Technology proficiency

• Internet savvy with advanced knowledge of Microsoft Office applications. Experience with electronic filing systems is a plus.

Adaptability and continuous improvement

• Self-motivated, resourceful, and capable of working with minimal supervision.
• Flexible, team-oriented, and committed to continuous improvement, with an Agile mindset.

Professionalism and presentation

• Well-presented and professional with a positive, friendly attitude.

What's in it for you (Spain)

• Private life and health insurance for you and your family.
• Four weeks per year to work from anywhere for eligible employees.
• Gym reimbursement.
• Company bus line for convenient transportation applicable for employees Málaga based.
• Learning Pocket for personal development.
• A hybrid working model with flexible hours.
• 3 volunteering paid days each year.
• Generous referral bonus programme.