Workplace Coordinator

2 weeks ago

London, United Kingdom Avison Young Full time

Job Title

Workplace Coordinator

Business Unit

Workplace, Arts & Culture

Location

Helaba, 3 Noble Street, London, EC2V

Reports To

Senior Facilities Manager

Overall purpose of job

As we move into a new era of ‘work life’, the workplace experience is everything. With effective hybrid working a key objective, the concept of the workplace becoming an ‘experience destination’ in itself gives us the unique opportunity to evolve our established service solution and drive an enhanced offer generating engagement in new and exciting ways, creating advocacy throughout the business.

Our Workplace Coordinator plays a key role in activating and maximising the opportunity available to facilitate a modern, flexible workplace experience for the workforce. The ability to connect and engage in a variety of ways outside of the traditional receptionist/office manager duties make our service delivery roles attractive to those with a passion for service running through them.

You will own the relationships with our colleagues and visitors, both in the office and those working remotely. You will be responsible for ensuring everyone receives a tailored, exceptional user experience. You will own the flexible working spaces, driving use whilst ensuring they are fit for purpose. You will be the ‘go to’ solution provider for everything; the trouble-shooter, the fixer - the all-round ‘experience architect’. You will promote the use of technology to provide enhanced and effective workplace experience, communications and updates, drive networking and collaboration opportunity, and ensure those working remotely feel as valued and looked after as if they were physically present in the office. We want you to push the boundaries of the possible as you seek to provide the best user experience, finding the hidden opportunity to surprise and delight all.

Our values are inherent to the success of this role. They are more than just words; they are the DNA that drives our culture and define how our people and services exceed expectations. Along with our Behaviours Playbook, they are our ways of working together, delivering with others and our all-round ethos.

Main Duties, Responsibilities & Accountabilities

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- Provide a user focused service experience that is built on the foundations of exceeding expectations
- Continuously drive relationships and connectivity with all to better understand their views on changing needs and requirements of the service delivery,
- Be visible, both in person and virtually, promoting yourself as the first point of contact for any queries
- To effectively assist with the day to day running of the client office and control of FM services. Being the main point of contact for all building and facilities related matters.
- Management of AY CAFM system ensuring all compliance, PPM and reactive jobs are captured and closed off accurately to comply with agreed SLAs. Competent use of all AY systems to assist in producing month end reports for the client and tracking progress of tasks.
- Management of outstanding items tracker to ensure all items are always closed out, this should be discussed at the weekly meeting between AY and the client
- Managing all third party FM contracts to ensure they are reviewed, monitored and tendered etc. in order to maintain an effective operation and meet the requirements of the Client. Ensure that service providers are delivering to agreed standards and levels required. Develop and monitor SLAs and regular performance criteria for key suppliers.
- Coordinating FM contractors / supplier visits, ensuring they are adequately supervised as appropriate, including out of hours.
- Ensuring the office’s access control system is well managed and controlled. Issuing passes to staff, change access levels etc as required, compiling weekly reports for management.
- Manage the local archiving process, ensuring compliance and process is adhered to and well managed for the office.
- To assist and input to the client annual budget process covering all tasks and costs under the office and facilities remit. To track expenditure throughout the year and manage variations to spend in a competent and confident manner to ensure accurate reporting to the client.
- To manage the client art collection on site and liaising with relevant supplier to cover
- Seek information from the business to take ownership (where possible/appropriate) of new starter’s first day arrival journey, building & services inductions - inject the WOW into that first impression of the company on behalf of the business
- Approve incoming monthly invoices where directed
- Operate as the H&S point of contact, including understanding and organising any training requirements, accident recording, compliance certification updates
- To conduct a daily H&S walk around of the entire floor, reporting any issues appropriately
- Utilise your position to gather and introduce continuous experience enhancing proposals
- Conduct

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