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) 

• 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 

• 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 

• Security focus – Ensure that good security practices are observed around the office, especially when using the guest management system and car park management system. 

• Have a clear understanding of emergency procedures and the role Workplace play in these types of scenarios. 

• Our Workspace – 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 

• Post room operations – We manage thousands of inbound and outbound packages each year, so you’ll need be able to 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. 

• Meeting room setups – There are sometimes requests to move furniture and add accessories / equipment to rooms to ensure they’re ready for the day. Not only will you dealing with adhoc requests, but you’ll also be responsible for making sure every room is setup as expected at the start of the day and ready for use. 

• Office checks – Regular walk throughs of the office are required to ensure people are safe and everything is working as it should be. We’re typically looking for faulty equipment, spillages, items blocking walkways, ensuring the space is clean and tidy but also being visible for people to ask for support where required. 

• Overseeing contractors – We host a range of contractors on site who are carrying out work on behalf of our Workplace team. You’ll 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 

• Arranging contractor visits – You’ll engage with our Workplace suppliers and partners and ensuring that visits to site are planned, booked in with relevant parties and are completed without causing disruption to the business. 

• Project support – We deal with a variety of projects including moves and changes, office branding, installations and various analysis/admin projects. You’ll be expected to play a part and in some cases complete/deliver projects. 

• CAFM (Computer Assisted Facilities Management) – You’ll become a regular user of Concerto and ServiceNow our planned maintenance and reactive software and be able to tell in moments what visits are required, booked in or need to be planned in the near future. CAFM tools are there to aid us as the Workplace team and it’s important we are efficient in our use of them. 

• ServiceNow – Our main bulk of reactive works are now coming to the team through an internal ServiceNow portal. You’ll be proficient in handling the ticket, ensuring the work request is passed on to the right party and communicate with the end user to keep them informed throughout the process. 

• Ensure documentation is filed correctly in the Global Workplace SharePoint – Information is key and being to access it easily in an urgent situation can be the difference between an incident report or an emergency situation. It’s critical that you are familiar with the way we create and store documentation in our global workplace SharePoint for this reason. 

Team Duties:

• Support a range of Workplace events organised by various committees – We have a number of committees, forums and working groups that we support throughout the year with a range of events, campaigns and adhoc tasks. 

• Offer remote assistance where required to other workplaces – In some offices around the UK and across the globe, we may require remote support on occasion to support the teams based there. 

Specialist skills and experience 

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