Workplace Coordinator

The Workspace Coordinator role incorporates several Facilities Management tasks also and is a great gateway into Pareto FM & the Facilities Sector. We are looking for a bright enthusiastic individual to join our team.

During an exciting time for our client the successful candidate will be involved in the daytoday operations on site as well as getting involved in various projects. The overall purpose is to support the Workspace Manager with maintaining effectiveFacilities Management exceptional service delivery and providing the client with a World Class workspace.

Main Function: The Workspace team support the Workspace Manager at the Sofia office. The role will have direct interaction with various departments multiple areas and senior managers across the business.

The Workspace Coordinator will be expected to lead individual assignments as directed by the Workspace Manager.

Role Responsibilities:

Front of House & Security o Be a friendly face for building users to see each day by welcoming and making sure visitors and staff are comfortable at all times o Show confidence in supporting and communicating the Clients security policy if you feel its being challenged o Coordinate tasks related to Workspace initiatives and day to day business operations including assisting with events as and when required o Assist the wider team to ensure all site documentation including contractor paperwork documents required for legal compliance and the skills training matrix are valid and in date. o Manage Workspace email Inbox including responding to stakeholders/users task assignment and communication to the wider team o Liaise with vendors and suppliers accordingly o Proactively coordinate the onsite meetings including manual setups and setup management o Handle incoming calls from internal and external customers and resolve/forward as appropriate o Ensure that the Security accesscontrol database is managed correctly in conjunction with the Security Contractor including issuing passes and granting/revoking access to the premises o Assist with procurement as and when required this may include locating parts supplies and materials or ensuring there is sufficient stock (tea points stationary and Beer Fridge Friday) Mail & Logistics o Handle incoming post and packages collecting outgoing and distributing incoming mail once per day o Ensuring mail handling area is always kept clean and tidy minimizing risk of items going missing or getting damaged o Ensure manual tasks including handling incoming deliveries carrying out physical setups/deliveries are all carried out safely in accordance with your manual handling training o Ensure all storage areas are kept tidy and hazard free Projects & Maintenance o Support the Workspace Manager and Program Manager by: Carrying out small moves and changes (IT & Furniture handling) Carrying out targeted space utilization studies Inducting contractors onto site including general health & safety induction o Engage subcontractors monthly to ensure planned maintenance visits are carried out on time and planned with the wider team/business o Occasionally supervise contractors on site out of normal working hours Admin Support o Raise standard weekly POs for general consumables used across the site o Support the Workspace Manager by gathering information required to deliver monthly report o Carry out leavers and starters process (Security) o Manage stock and production of Access Badges o Control incoming service requests and distribute accordingly across the team

Essential skills and experience:

Strong interpersonal and communication skills both oral and written Confident in taking accountability for assigned tasks Organized efficient and able to multitask Ability to work both independently and in a team Knowledge of IT software Office and other business critical software Administrative experience Health and Safety knowledge and awareness Customer service skills Budget management/financial experience Contractor management Hospitality/meeting room management Flexibility Desirable skills and certification Experience using Workday/Sage finance systems IOSH working safely / IOSH managing safely IWFM Qualification or similar DSE assessor Fire warden Occupational first aid Access control systems Level 2 Award in Legionella Awareness (Hot & Cold Systems)