Workplace Coordinator

7 days ago

Newcastle upon Tyne, United Kingdom Mitie Full time

Mitie was founded in 1987, Mitie is the UK’s leading facilities management and professional services company, looking after a large, diverse, blue-chip customer base, from banks and retailers, to hospitals, schools and government offices. Mitie has over 77,000 people, 100+ office locations, and thousands of customers across the country, there’s no limit to what you can achieve if you work for us.

The Workplace coordinator is responsible for the operation of all Internal Floor(s), Client Floor(s), and Hospitality areas (where applicable) across the Deloitte office.

The core hours will consist of an 8-hour shift within the service hours of 07.00 - 18.00. The job holder will work flexibly to meet the needs of the business when required working Monday to Fridays 08:00 - 17:00 - 40 hours per week. Overtime may be required on occasion for events out of these hours.

The Workplace Co-ordinator will supplement and support the role of the Regional Workplace Services Manager working collaboratively to engage with the occupants of the demised the Client's areas.

This is a multi-functional role including all aspects of support to the business in areas such as:
- **Front of house activities**
- Hospitality basic food preparation and beverage services
- Set-up meeting rooms to the required standard (including the set-up of food and beverages where applicable) and ensure that they are checked prior to any meeting taking place.
- IT/AV issue resolution assist in manual physical checks
- Carry out cleaning duties to ensure all areas of the office, both client and internal spaces are up to the expected standard.
- Understand how to open and close the Front of House, Hospitality and Employee Dining areas at the start and end of each shift.

**Reception duties**
- Warmly greet all guests/ visitors with a smile, following agreed standards.
- Escort guests to required destination (if required), ensuring smooth transitions between team members at each stage of their journey.
- Welcome and escort guests to meeting rooms, taking coats and luggage as required.
- Maintain the necessary awareness of building facilities to advise and direct guests appropriately.
- Understand and use the visitor registration system and have a thorough working knowledge of the room booking system. Run system reports as required.
- Promote the use of the visitor registration system to bookers, guiding them to pre-register their guests, especially before any large events.
- Be always aware of room status in client rooms, ensuring the room is ready prior to the next booking.
- Make all on the day meeting room bookings.
- Monitor access and redirect contingent workers and external couriers to the correct location.
- Provide comprehensive handovers for members of the next shift at shift changes. Ensure thorough review of such handovers at shift starts.
- Assist with security procedures and provide security handovers at the shift ends.

**Back of house operational duties**
- Printing, binding.
- On site filing.
- Archive services.
- Logistics, compliance, and all aspects of operation.

**Personal Presentation & Conduct**
- Takes pride in personal appearance and hygiene.
- Maintain a professional, polite, and considerate manner always.
- Adhere to uniform and presentation standards as per the dress policy.

**Qualifications**

The delivery of all the tasks outlined above and have hands on involvement in most issues relating to operation of a commercial office environment.
- Cooperate with your Manager on HSE matters
- Complete level 2 HSE E-learning, (Working Safely and Working Safely With Food)
- Comply with the Food Service Management System to ensure compliance and quality standards throughout catering focussed operations.

**Additionally, the following skills would be preferable**:

- Flexibility is essential to suit the needs and working practices of the department and its internal clients.
- Place client service and team-working high on list of attributes and values.
- Capable of operating as a member of a team and work unsupervised.
- Ability to organise and prioritise workloads, together with the ability to handle deadlines and respond well under pressure.
- Sound decision-making capabilities.
- Good administration and organisational skills.
- Helpful and willing “can do” attitude.
- Strong Communication skills - Proven ability to communicate effectively with a wide range of customers and service personnel at a variety of levels to achieve results including good written communication
- IT skills - PC literacy skills and ability to learn internal IT systems
- Customer Service, client focused - Strong customer services skills and customer service experience
- Problem solving - Ability to “think outside the box” when faced with issues
- Planning and Organising
- Results and Quality Focused
- Relationship building

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