Workplace Services Coordinator

Proactively assist with the delivery of professional efficient and client-focused Workplace Services and Facilities Management support to the office.

• Act as an ambassador for Workplace Services promoting a positive and professional working environment.
• Support the day-to-day coordination of office services including reception hospitality switchboard queries staff welfare and partner support.
• Oversee reception meeting rooms and communal areas to ensure high standards of presentation and functionality are maintained.
• Manage meeting room bookings through Condeco ensuring room layouts equipment functionality and catering arrangements are delivered as requested.
• Coordinate the provision and management of security access passes in conjunction with the building security provider.
• Ensure the safety and security of visitors and staff by adhering to first aid health and safety and emergency procedures reporting incidents where appropriate.
• Monitor and maintain stock levels of stationery refreshments and catering supplies ensuring expenditure remains within budget.
• Undertake administrative activities as part of the central administration team including monitoring and actioning shared mailboxes.
• Assist with records management activities ensuring accurate filing retrieval organisation and resolution of related queries.
• Raise purchase orders and process invoices within delegated authority levels and approved budgets.
• Coordinate onboarding and offboarding activities ensuring new starters have the workplace and IT equipment and that company assets are returned by leavers.
• Manage incoming deliveries ensuring goods received are checked against delivery notes and purchase orders for accuracy and completeness.

• Act as an ambassador for Facilities Management and support day-to-day facilities operations.
• Coordinate office maintenance requirements and schedule contractor visits working closely with office and building reception teams to ensure visits are managed efficiently and securely.
• Provide administrative support to the UK & ROI Facilities Management team.
• Coordinate the collection and maintenance of environmental and operational data within Pulsora including information from suppliers systems meters and manual inputs.
• Collect and report office attendance data for Birmingham Guildford and Bristol conducting regular validation checks to ensure accuracy.
• Maintain and regularly update Fire Marshal and First Aider registers ensuring compliance with health and safety requirements.
• Conduct routine workplace inspections to ensure offices meet operational health safety and housekeeping standards.
• Support emergency response procedures and business continuity plans.
• Coordinate office moves workspace changes and desk set-ups including equipment and signage requirements.
• Respond to and coordinate ad hoc facilities-related issues and incidents as required.

• Deliver an exceptional level of service to internal and external clients becoming a trusted and reliable point of contact.
• Resolve day-to-day workplace and facilities queries providing timely updates and practical solutions.
• Act as a liaison between Workplace Services Facilities Management Legal Support and other internal functions including HR IT and Finance.
• Build strong working relationships with stakeholders and identify opportunities to improve service delivery and the overall employee and client experience.
• Work collaboratively with colleagues and cross-functional teams to achieve agreed service standards and key performance indicators (KPIs).
• Demonstrate flexibility and a proactive approach to supporting the wider business when required.

• Communicate effectively with Workplace Services Managers the Facilities Manager Legal Support Managers and colleagues at all levels to ensure a consistently high level of service.
• Liaise professionally with internal stakeholders contractors suppliers and building management teams.
• Provide clear and timely updates on workplace services facilities activities and operational issues as required.