Workplace Coordinator

Job title: Workplace Services Coordinator

Location: Office Based, Nottingham

Purpose of role: Reporting into the UK Workplace Manager, the Workplace Coordinator’s role is to support the delivery of hard and soft services in the Nottingham, Leeds and Manchester offices. This will include typical front of house and back of house duties as well as engaging with suppliers and handling contractors on site. The Workplace Coordinator role is a core part of the Workplace team, delivering key day to day functions that provide a high standard of Workplace experience to our colleagues.

Key responsibilities:

The below is not an exhaustive list and there are often tasks that fall into the Workplace team to help resolve including incident response, project coordination and other adhoc requests.

Front of house duties (Nottingham only)

1. Visitor Experience: Ensure the highest level of customer focus and service levels are delivered at all times, that all visitors and guests that are attending the office receive an exceptional experience when entering the office and during their visit.
2. New starter process: Ensure that each new starter has a warm welcome, feels expected and is ready to go on their first day with an access pass and a booked desk for their first day.
3. Security focus: Ensure that good security practices are observed around the office, especially when using the guest management system and car park management system.
4. Emergency procedures: Have a clear understanding of emergency procedures and the role Workplace plays in these types of scenarios.
5. Workspace expertise: Be an expert in all our spaces including meeting rooms, pods and collaboration spaces. You’ll be the person people come to asking what the perfect space is for their requirements. It’s your role to create the smoothest experience possible for colleagues and visitors.

Back of house duties

1. Post room operations: Arrange deliveries and collections and be able to operate our digital mail tools, Royal Mail’s click and drop service, our franking equipment as well as other courier portals.
2. Meeting room setups: Ensure every room is setup as expected at the start of the day and ready for use, while also dealing with adhoc requests.
3. Office checks: Conduct regular walk-throughs of the office to ensure safety and functionality, looking for faulty equipment, spillages, and ensuring the space is clean and tidy.
4. Overseeing contractors: Have a general understanding of the tasks they’re required to carry out and be familiar with the RAMS (Risk assessment and method statement) attached to the work they’re doing.

Admin duties

1. Arranging contractor visits: Engage with our Workplace suppliers and partners ensuring that visits to site are planned, booked in with relevant parties and are completed without causing disruption to the business.
2. Project support: Play a part in various projects including moves and changes, office branding, installations and various analysis/admin projects.
3. CAFM (Computer Assisted Facilities Management): Become a regular user of Concerto and ServiceNow and be able to tell in moments what visits are required, booked in or need to be planned in the near future.
4. ServiceNow: Handle ticket requests and ensure communication with the end user to keep them informed throughout the process.
5. Documentation management: Ensure documentation is filed correctly in the Global Workplace SharePoint for easy access in urgent situations.

Team Duties:

1. Support a range of Workplace events organised by various committees.
2. Offer remote assistance where required to other workplaces.

Specialist skills and experience:

1. Must have excellent written and verbal communication skills.
2. IOSH qualification or equivalent preferred.
3. IWFM membership preferred.
4. Previous experience in large corporate environment preferred.
5. Must be able to present to stakeholders at all levels.
6. Proficient in Microsoft Office 365 suite.