Office Coordinator

ABOUT US

At Hiya, we're making calls safe, useful, and human again.

Voice is the most human form of communication, yet it's become one of the least trusted. Spam, scams, and AI manipulation have eroded what was once a simple way to connect. Hiya is changing that.

Each month our AI voice technology analyzes 28+ billion calls, protecting over 550 million users and 800+ businesses worldwide. Partnering with a growing global network including, AT&T, Samsung, British Telecom EE, Rogers, MasOrange, Bell Canada, MasMovil, and Virgin Media O2, we're not just stopping bad actors, we're helping people feel good and confident about picking up the phone again.

This is a pivotal moment for voice. As new threats and technologies accelerate, so does demand for trusted voice communication. Hiya is growing 40%+ year over year, expanding globally, and defining what voice becomes next.

Join us. You won't just work on what voice is today, you'll shape what it becomes tomorrow: smarter, safer, and genuinely worth answering again.

ABOUT THE ROLE

Hiya's London office is growing, and the team needs someone who will take full ownership of making the office work well every day. This role exists because as the team scales, the systems that keep the office running, organized, and welcoming need deliberate attention and proactive improvement. You'll be the person who ensures the office is a place where people can focus, collaborate, and do their best work—handling everything from facilities and supplies to events, visitor coordination, onboarding support, and working with vendors and IT.

This isn't about maintaining a checklist. It's about noticing what's missing, fixing what's broken, and building the infrastructure that helps the team operate smoothly as Hiya continues to grow. You'll work closely with the People team and have direct influence over how the office functions, how new hires are welcomed, and how the London team experiences Hiya day to day.

WHAT YOU'LL DO

- Own the day-to-day operations of the London office, including facilities management, vendor relationships, supplies, equipment, and office policies—ensuring the office is clean, organized, safe, and well-maintained at all times

- Serve as the primary point of contact for all visitors, deliveries, meeting room bookings, and interview scheduling, creating a welcoming and professional experience for everyone who interacts with the office

- Coordinate team events, meetings, and other occasions that bring the team together, managing logistics end to end

- Support recruitment and People operations, including interview coordination, onboarding and offboarding logistics, working with IT on new hire setup, and handling HR admin tasks that keep the team running smoothly

- Manage office budgets, invoicing, and expense tracking with accuracy and attention to detail

- Proactively identify inefficiencies in office systems and processes, then improve them—building documentation, refining workflows, and making the office better over time without waiting to be asked

- Take ownership of health and safety considerations, ensuring the office meets compliance standards and that risks are managed thoughtfully

- Handle DIY projects and office improvements that make the space more functional, comfortable, and conducive to great work

WHAT SUCCESS LOOKS LIKE

- The London office operates smoothly, predictably, and without friction—people know where to find what they need, processes are documented and reliable, and nothing important falls through the cracks

- New hires, visitors, and the team consistently experience a well-run, welcoming office where details are handled proactively and problems are solved before they become urgent

- Systems and processes improve over time because you've identified what wasn't working and built better alternatives, creating leverage that scales as the team grows

WHAT WE'RE LOOKING FOR

Required:

- High attention to detail and ability to communicate clearly and succinctly

- Self-starter mindset—you notice inefficiencies, identify what's missing, and take initiative to improve processes and systems without being directed

- Willingness to roll up your sleeves and handle any task, large or small, that helps the office run well

- Health and safety awareness and commitment to maintaining a safe, compliant workplace

- Proactive approach to making the office a place where people want to work

Preferred:

- Previous office management or office coordination experience (not required, but helpful)

The person in this role must embody Hiya’s key values of Serving our customers, Doing rather than observing, Improving ourselves and our business, Owning and holding ourselves accountable for success, and Leading by showing up with a point of view, engaging in open discussion, listening respectfully to others opinions and committing to decisions.

The requirements listed in the job descriptions are guidelines. You don’t have to satis