Workplace Co-ordinator

Feltham

**A little bit about Lindt**

We are a premium chocolate manufacturer established in 1845 operating in over 86 countries around the World. Guided by our Global purpose to Enchant the World with Chocolate and UK vision of Creating Moments to Make Everyone Feel Special, we have around 400 team members in the UK across our Head Office, Retail, and Field Sales divisions. We are a Top 20 Great Place to Work and are proud of our incredible people, our unique values-led culture and our iconic market leading brands such as LINDOR & GOLD BUNNY.

We’re also proud of being one of the few ‘bean-to-bar’ chocolate makers in the world, where we control every step of our chocolate production.

**How you could help us to Enchant the World with Chocolate**

We have an exciting opportunity where you could be a part of our incredible team.

In this role you will Support the Program leadership, the Governance and Local Team of the upcoming ERP Transformation of Lindt & Sprungli. A trusted right-hand to the core program stakeholders and play a crucial role in various coordination, organization and administration management activities within the ERP transformation program, reporting directly to Workplace & Health and Safety Manager.

Key activities can include handling complex meeting scheduling. Additionally, assisting with communication management, aggregation and dissemination of project updates, and high-level logistics involved in any program travel and commuting.

**Key Responsibilities include**:
**Project Co-ordination, support & Travel**
- Assist with organising one-off and recurring meetings, training workshops and other sessions involving project stakeholders and team members to ensure seamless project flow. Administer the bookings of program meetings cadence and rooms (e.g., Weekly Meetings, SteerCo, PMO, etc.)
- Attend key and critical meetings, record minutes and track action items if required.
- Facilitate exchanges with a travel agency, collectively managing domestic and international travel and commuting logistics for program team members, including flights and accommodation, transportation, expense management, etc. Book flights, rental cars and hotels for the Program Team in any international travel requirements
- Administer VISA processing for program team members (internal employees) working with our mobility partner
- Assist with milestone events such as go-live activities, ensuring all necessary resources, logistics and support are available
- Manage Access Control, creating new access passes and removing leavers. Responsible for program member onboarding and offboarding, including providing Program Tools related accesses and equipment
- Maintain and support program related systems/tools (e.g., SAP, SharePoint, DevOps) when required
- Support the Organizational Change Management (OCM) task, most specifically on communications executions for the newsletters, monthly status updates, video creations, townhalls, team events

**Facilities Coordination & Health, Safety and Environment**
- Support supervision of third-party contractors and suppliers undertaking FM work on site, ensuring all work is carried out in accordance with regulatory requirements.
- Complete new starter checklist, access pass, chocolate card, desk set up, H&S induction tours
- Responsible for completing daily floor walk and weekly building inspections, documenting and resolve any issues found and engage appropriate vendors promptly
- Provide Finance administrative support to the Facilities & Health & Safety Manager including raising purchase orders, goods receipting and invoice logging
- Ensure office floor plans are kept up to date and occupancy levels are tracked
- Manage provision of office supplies, including hot drinks, fruit, stationery and health and safety equipment
- Manage Access Control system, creating new access passes and removing leavers.
- Cover reception a minimum of one day per week, during breaks and periods of planned and unplanned absences
- Deputise for Facilities & Health & Safety Manager as required and provide team cover for business continuity
- Responsible for Fire Wardens & First Aiders, management of First Aid and AED Supplies
- Ensure full and accurate health and safety and training records are maintained
- Responsible for capturing accident, incident and near miss data and for ERP Global Team
- Review and monitor the fire safety systems and ensure fire risk assessment actions are completed
- Manage the facility program locations on safety, security and cleanliness of the project site

**What experience you’ll bring**
- Experience in working as part of Workplace team or similar administrative role (e.g. administrative assistant, secretary, office manager, etc.) with international exposure
- Experience in office management responsibilities, administrative tasks, scheduling and organisation, event coordination, as well as travel and expense management
- Fluent in English, additional languages benef