About WilbeLABS
At WilbeLABS, we create and run laboratories and innovation spaces for science and deep tech ventures. We partner with property owners and science ventures to transform real estate into fully operational labs and innovation hubs. From fit-out to day-to-day operations, we make sure founders can focus on building.
In London, we run three locations: IDEALondon, Westworks Labs and MediaWorks Labs. This role is based at IDEALondon.
About IDEALondon
Jointly powered by WilbeLABS and UCL Engineering, IDEALondon is a co-working and event space for founders and operators in Deep Tech and Tech, based in Shoreditch. We're home to 120+ members who trust us to meet, build, and grow. Every week, we host events on the ideas and trends shaping what's next.
The role
We’re hiring a Workspace Coordinator - an early-career, hyper-motivated person who lives to make others feel welcome, keeps the wheels turning, and solves small operational problems on the fly.
Start date: as early as 1st July.
You
● A natural host: positive energy, great presence, warm with people. Members will remember how you made them feel.
● Methodical: you spot small problems and fix them fast.
● Hands-on: used to move things around, tidy up, good eye for details, no task is beneath you
● Operationally sharp: you have a tidy desk, tight checklists and zero loose ends.
● You stay calm when things go sideways and sort it fast.
● Fast learner, crisp communicator, comfortable with customer service tools (calendars, bookings, invoicing, basic AV/IT).
● Collaborative team player, intrinsically motivated, plenty of initiative.
Your Responsibilities
Reception & Hosting
● Be the first impression: welcome members/guests, manage sign-ins/badges, run a warm and professional front desk.
● Own phones and inbox, respond to queries promptly.
Meeting Rooms & Day Flow
● Oversee bookings, set-ups, room resets and tidy up, and AV checks; coordinate refreshments or catering when needed.
● Keep daily schedules tight so meetings start on time and spaces always look the part.
Cleanliness & Standards
● Run regular walk-throughs; keep reception and all shared areas spotless.
● Load/unload dishwashers, clear up after members, reset the space to a high standard throughout the day.
● Log and chase maintenance issues with suppliers and the landlord; close the loop every time.
Logistics & Office Services
● Handle post, couriers, and deliveries
● Keep stock (coffee, stationery, supplies) topped up.
● Coordinate access cards with the building’s reception
Community Events
● Help organise community socials: Christmas parties, pub quizzes, games nights, and other member events that bring the IDEALondon community together.
● Support paid evening event hires: paid events that happen out of office hours, earn you additional pay on top of your base salary.
Problem-Solving
● Jump on operational issues fast: printer down, Wi-Fi glitching, room spillage, last-minute reshuffle, and resolve them without escalation where possible.
● Flag patterns, propose simple fixes. Together, we keep getting better.
Requirements
● This is an entry-level position
● Background in hospitality, retail, or customer-facing roles (restaurant, bar, shop, events) highly preferred - this is the experience that transfers best.
● Confident face-to-face service, clear written/spoken English, and calm under pressure
● Comfortable with Google Workspace tools; quick to pick up booking systems
● Able to work on-site 5 days a week in Shoreditch
● No degree required - we care about attitude and experience, not credentials.
● Availability from 1st July (or as soon as possible thereafter).
Hours
● Core hours 9–6, Monday to Friday.
● Occasional evening events (unless internal, events are paid additionally on top of base: each event you support adds to your earnings).
● This is a structured, stable role: no rotating shifts, no unpredictable hours. If you're coming from hospitality or retail and want consistency without losing the buzz.
Benefits
● Evening event support is paid additionally on top of your base, the more you get involved, the more you earn.
● A front-row seat to London's startup scene: on any given day you'll meet first-time founders, PhD researchers, seasoned operators, and investors working across AI, robotics, biotech, climate tech, and more.
● Work closely with UCL Engineering and a tight-knit team building something real in Shoreditch
● Small team, fast-moving: you'll have genuine ownership over the space and the community from day one
Shift and schedule
- Monday to Friday
- 9:00am – 6:00pm
- Fixed schedule (no rotating shifts)
Apply
If this sounds like you, reach out to Fab at [email protected] with a copy of your LinkedIn profile and answers to the following:
1. What attracts you to this role?
2. Have you worked in a small, fast-moving team before (say 5–10 people)?
3. How would your colleagues describe you?
4. Describe a time you had to reset or turn around a space quickly under pressure, what happened and how did you handle it?
5. When you're not working, what do you enjoy doing?
Pay: £26,500.00 per year
Ability to commute/relocate:
- London EC2A 2BB: reliably commute or plan to relocate before starting work (required)
Application question(s):
- What attracts you to this role?
- Have you worked in a small, fast-moving team before (say 5–10 people)?
- How would your colleagues describe you?
- Describe a time you had to reset or turn around a space quickly under pressure, what happened and how did you handle it?
- When you're not working, what do you enjoy doing?
Work authorisation:
- United Kingdom (required)
Work Location: In person
